Section 10
Project Stakeholder Management
Define a stakeholder.
ANSWER
An individual, group, or organization that may be affected by or perceive itself to be affected by a decision, activity, or outcome of a project.
[Initiating and Planning]
2 QUESTION
List the four processes in Project Stakeholder Management.
ANSWER
- Identify stakeholders
- Plan stakeholder management
- Manage stakeholder engagement
- Control stakeholder engagement
[Initiating, Planning, Executing, and Monitoring and Controlling]
What is the benefit of plan stakeholder management?
ANSWER
It provides a clear, actionable path to interact with project stakeholders to support the interests of the project.
[Planning]
4 QUESTION
List three tools and techniques in manage stakeholder engagement.
ANSWER
- Communication methods
- Interpersonal skills
- Management skills
[Executing]
How is an information management system used in control stakeholder and engagement? Provide two examples.
ANSWER
As a tool and technique
Examples:
- To capture, store, and distribute information to stakeholders about the project’s cost, schedule progress, and performance.
- To enable the project manager to consolidate reports from several systems and facilitate distribution to stakeholders.
[Monitoring and Controlling]
6 QUESTION
List four ways in which stakeholders can affect projects.
ANSWER
- They may have active involvement in the project.
- They may have interests that may be positively or negatively affected by project completion.
- They may have competing expectations that may create conflicts on the project.
- They may exert influence over the project, its deliverables, and the team to achieve outcomes that satisfy strategic objectives or other needs.
[Initiating, Planning, Executing, and Monitoring and Controlling]
Define plan identification stakeholder.
ANSWER
The process of identifying the people, groups, or organizations that could be impacted by a decision, activity, or outcome of the project; and analyzing and documenting information on their interests, involvement, interdependencies, influence, and potential impact on project success.
[Initiating]
8 QUESTION
List three tools and techniques in plan stakeholder identification.
ANSWER
- Expert judgment
- Meetings
- Analytical techniques
[Planning]
How is the issue log used in control stakeholder engagement?
ANSWER
As an input because it is updated as new issues are identified, and current issues are completed.
[Monitoring and Controlling]
10 QUESTION
What is the key benefit of manage stakeholder engagement?
ANSWER
It allows the project manager to increase support and minimize resistance from stakeholders, which significantly increases the chances to achieve project success.
[Executing]
List three enterprise environmental factors that may influence identify stakeholders.
ANSWER
- Organizational culture and structure
- Government or industry standards such as regulations or product standards
- Global, regional, or local trends; practices; and habits
[Initiating]
12 QUESTION
List five items from the project plan useful in plan stakeholder management.
ANSWER
- Life cycle for the project and the processes in each phase
- Description of the work to be done to accomplish the project objectives
- Description of how human resource requirements will be met and how roles and responsibilities, reporting requirements, and staffing management will be addressed and structured
- Change management plan
- Needs and techniques for stakeholder communications
[Planning]
Why is project governance critical to manage stakeholder expectations? List two examples.
ANSWER
It serves to align the project with stakeholder needs and objectives.
It provides a framework for the project manager and sponsors to make decisions to satisfy stakeholder needs and expectations and organizational strategic objectives or address situations where there is not alignment.
[Executing]
14 QUESTION
Why is stakeholder management more than improving communications and requires more than managing a team?
ANSWER
It is about creating and maintaining relationships between the project team and its stakeholders in order to satisfy their respective needs and requirements within project boundaries.
[Planning]
Why is identify stakeholders continuous throughout the project life cycle?
ANSWER
Stakeholders have varying levels of responsibility and authority on projects, which may change over the life cycle, and different stakeholders will be identified as the project continues.
[Initiating and Executing]
16 QUESTION
Provide five examples of project documents that may be useful for control stakeholder engagement.
ANSWER
- Project schedule
- Stakeholder register
- Issue log
- Change log
- Project communications
[Monitoring and Controlling]
When is the ability of a stakeholder to influence the project the highest?
ANSWER
During the initial stages of the project, and it becomes progressively lower as the project progresses.
[Initiating, Planning, Executing, and Monitoring and Controlling]
18 QUESTION
Define Plan Stakeholder Management.
ANSWER
Developing appropriate management strategies to effectively engage stakeholders in the project life cycle based on analyzing their needs, interests, and potential impact on project success.
[Planning]
When should the project manager use expert judgment in plan stakeholder management?
ANSWER
Based on the project objectives to decide upon the level of engagement required at each stage of the project from each stage and to help create the stakeholder management plan.
[Planning]
20 QUESTION
List five items from the communications management plan that can provide guidance on manage stakeholder expectations.
ANSWER
- Stakeholder communications requirements
- Information to be communicated including language, format, content, and level of detail
- Reason to distribute information
- Person or group to receive the information
- Escalation process
[Executing]
Provide four examples as to why identify stakeholders is critical.
ANSWER
Failure to do so can lead to:
- Delays
- Cost increases
- Unexpected issues
- Other negative consequences including project cancellation
[Initiating, Planning, Executing, and Monitoring and Controlling]
22 QUESTION
List six main categories of stakeholders.
ANSWER
- Sponsors
- Customers or end users
- Sellers
- Business partners
- Organizational groups
- Functional managers
[Initiating]
Provide four examples of other stakeholders that may have a financial interest in the project, contribute inputs to it, or have an interest in the project’s outcome.
ANSWER
- Financial institutions
- Government regulatory agencies
- Subject matter experts
- Consultants
[Initiating]
24 QUESTION
What are four organizational process assets considered in manage stakeholder engagement?
ANSWER
- Organizational communication requirements
- Issue management procedures
- Change control procedures
- Historical information about previous projects
[Executing]
What are six organizational process assets that may require updates as a result of control stakeholder engagement?
ANSWER
- Stakeholder notifications
- Project reports
- Project presentations
- Project records
- Feedback from stakeholders
- Lessons learned documentation
[Monitoring and Controlling]
26 QUESTION
Why is it important to manage stakeholder expectations through negotiation and communications?
ANSWER
To ensure project goals are achieved.
[Executing]
Define manage stakeholder engagement.
ANSWER
The process of communicating and working with stakeholders to meet their needs/expectations, address issues if they occur, and foster stakeholder engagement in project activities during the life cycle as appropriate.
[Executing]
28 QUESTION
List five ways to classify the level of engagement of stakeholders.
ANSWER
- Unaware
- Resistant
- Neutral
- Supportive
- Leading
[Planning]
How can manage stakeholder expectations increase the probability of project success?
ANSWER
By ensuring stakeholders clearly understand the project’s goals, objectives, benefits, and risks so they are active project supporters and can help guide activities and decisions.
[Executing]
30 QUESTION
List three organizational process assets that can influence the identify stakeholders process.
ANSWER
- Stakeholder register templates
- Lessons learned from previous projects or phases
- Stakeholder registers from previous projects
[Initiating]
List four ways the stakeholder management plan may be used in manage stakeholder engagement.
ANSWER
- To provide guidance on how to best involve the stakeholders in the project
- To provide methods and technologies for stakeholder communications
- To determine the level of interaction among project stakeholders
- To help define a strategy to identify and manage stakeholders throughout the project life cycle
[Executing]
32 QUESTION
List two project documents that may require updates because of the control stakeholder engagement process.
ANSWER
Stakeholder register
Issue log
What is Project Stakeholder Management?
ANSWER
The processes required to identify the people, groups, or organizations that could be impacted by the project, to analyze stakeholder expectations and their impact on the project, and to develop appropriate strategies to effectively engage them in project decisions and outcomes.
[Initiating, Planning, Executing, and Monitoring and Controlling]
34 QUESTION
Define control stakeholder engagement.
ANSWER
The process of monitoring overall project stakeholder relationships and adjusting plans and strategies as needed to engage stakeholders.
[Monitoring and Controlling]
List eight items to include in the stakeholder management plan.
ANSWER
- Desired and current engagement levels of key stakeholders
- Scope and impact of change to stakeholders
- Identified interrelationships and potential overlap between stakeholders
- Stakeholder communication requirements for the current project phase
- Information to be distributed to stakeholders
- Reason to distribute the information and expected impact on stakeholder engagement
- Time frame and frequency to distribute the required information to stakeholders
- Method for updating and refining the plan during the project
[Planning]
36 QUESTION
List five seven examples of work performance data used in control stakeholder engagement.
ANSWER
- Reported percentage of work completed
- Technical performance measures
- Start and finish dates of schedule activities
- Number of change requests
- Number of defects
- Actual costs
- Actual durations
[Monitoring and Controlling]
What is true about every project?
ANSWER
It will have stakeholders who are impacted by or can impact the project in a positive or negative way.
[Initiating, Planning, Executing, and Monitoring and Controlling]
38 QUESTION
Define stakeholder analysis. Where is it used?
ANSWER
A technique to systematically gather and analyze quantitative and qualitative information to determine whose interests should be taken into account during the project.
It is a tool and technique in identify stakeholders.
[Initiating]
Eleven subsidiary plans to the project management plan may need to be updated as a result of the control stakeholder engagement process. List them.
ANSWER
- Change management plan
- Communications management plan
- Cost management plan
- Human resource management plan
- Procurement management plan
- Quality management plan
- Requirements management plan
- Risk management plan
- Scope management plan
- Schedule management plan
- Stakeholder management plan
[Monitoring and Controlling]
40 QUESTION
What is the key benefit of the identify stakeholder process?
ANSWER
It allows the project manager to identify the appropriate focus for each stakeholder or group of stakeholders.
[Initiating]
What is meant by a leading stakeholder?
ANSWER
A stakeholder that is aware of the project and its potential impacts and is actively engaged in ensuring the project is a success
[Planning]
42 QUESTION
List the four inputs to identify stakeholders.
ANSWER
- Project charter
- Procurement documents
- Enterprise environmental factors
- Organizational process assets
[Initiating]
List the three steps that are followed during a stakeholder analysis.
ANSWER
- Identify all potential project stakeholders and relevant information about each one
- Analyze the potential impact or support each stakeholder could generate and classify them
- Assess how key stakeholders are likely to respond or react in various situations
[Initiating]
44 QUESTION
What is meant by a supportive stakeholder?
ANSWER
A stakeholder that is aware of the project and its potential impacts and is supportive of change
[Planning]
How can the project manager best focus on the relationships necessary to ensure project success?
ANSWER
By classifying stakeholders according to their interest, influence, and involvement in the project recognizing the influence of a stakeholder may not occur or become evident until later stages in the project or phase.
[Initiating]
46 QUESTION
What are two examples of change requests from control stakeholder engagement?
ANSWER
- Recommended corrective actions to bring expected future performance of the project in line with the project management plan
- Recommended preventive actions to reduce the possibility of incurring future negative project performance
[Monitoring and Controlling]
What are the four classification models used in stakeholder analysis?
ANSWER
- Power/interest grid
- Power/influence grid
- Influence/interest grid
- Salience model
[Initiating]
48 QUESTION
What is meant by a resistant stakeholder?
ANSWER
A stakeholder that is aware of the project and its potential impacts but is resistant to change.
[Planning]
List seven categories of people or groups who could provide expert judgment in identify stakeholders.
ANSWER
- Senior managers
- Other units in the organization
- Identified key stakeholders
- Project managers who manage projects in the same area
- Subject matter experts in the business or project area
- Industry groups or consultants
- Professional and technical associations, regulatory bodies, and non-governmental organizations
[Initiating]
50 QUESTION
How are profile analysis meetings used?
ANSWER
As a tool and technique in identify stakeholders to develop an understanding of major project stakeholders and to exchange information about roles, interests, knowledge, and the stakeholder’s overall position about the project.
[Initiating]
What is the main output of identify stakeholders? What are its three main categories?
ANSWER
- The stakeholder register
Categories:
- Identification information
- Assessment information
- Stakeholder classification
[Initiating]
52 QUESTION
Provide an example of the sensitive nature of the stakeholder management plan.
ANSWER
Information on stakeholders who may be resistant to the project will be in the plan and can be potentially damaging if they receive it. The project manager must consider carefully the recipients of this plan.
[Planning]
What should be reviewed each time the stakeholder management plan is updated?
ANSWER
The validity of underlying assumptions to ensure continued accuracy and relevancy.
[Planning]
54 QUESTION
What are the four key activities in manage stakeholder expectations?
ANSWER
- Engaging stakeholders at appropriate project stages
- Managing stakeholder expectations through negotiation and communication
- Addressing potential concerns that have not become issues and anticipating future problems that may be raised to stakeholders
- Clarifying and resolving identified issues
[Executing]
List six organizational process assets to update as an output of manage stakeholder engagement.
ANSWER
- Stakeholder notifications
- Project reports
- Project presentations
- Project records
- Feedback from stakeholders
- Lessons learned documentation
[Executing]
56 QUESTION
What is the key benefit of the manage stakeholder engagement process?
ANSWER
It will maintain or increase the effectiveness and efficiency of stakeholder engagement activities as the project evolves and its environment changes.
[Monitoring and Controlling]
What are four key interpersonal skills the project manager can use to manage stakeholder’s’ expectations?
ANSWER
- Building trust
- Revolving conflict
- Active listening
- Overcoming resistance to change
[Executing]
58 QUESTION
Name the two project documents to update as an output of plan stakeholder management.
ANSWER
- Project schedule
- Stakeholder register
[Planning]
Name four general management skills the project manager can use to coordinate and harmonize the group toward accomplishing project objectives.
ANSWER
- Facilitate consensus toward project objectives
- Influence people to support the project
- Negotiate agreements to satisfy the project needs
- Modify organizational behavior to accept the project outcomes
[Executing]
60 QUESTION
What are three examples of performance information as an output from control stakeholder expectations?
ANSWER
- Status of deliverables
- Status of change requests
- Forecasted estimates to complete
[Monitoring and Controlling]