Description: It is the process of developing approaches to involve project stakeholders based on their needs, expectations, interests, and potential impact on the project.
Key benefit: it provides an actionable plan to interact effectively with stakeholders.
Frequency: periodically.
Trigger situations requiring updates to the plan include but are not limited to:
When it is the start of a new phase of the project;
When there are changes to the organization structure or within the industry;
When new individuals or groups become stakeholders, current stakeholders are no longer part of the stakeholder community, or the importance of particular stakeholders to the project's success changes; and
When outputs of other project process areas, such as change management, risk management, or issue management, require a review of stakeholder engagement strategies.
Process
Input
The Process
Output
Process
Project Management Plan
Resource management plan
13.2 Plan Stakeholder Engagement
Stakeholder engagement plan
Project Management Plan
Communications management plan
Risk management plan
4.1 Develop Project Charter
Project Charter
Project Documents
Assumption log
Change log
Issue log
Project schedule
Risk register
Stakeholder register
12.2 Conduct Procurements
Agreements
Enterprise / Organization
Enterprise environmental factors
Organizational process assets
13.2.1 Inputs
13.2.1.1 Project Charter
Information on the project purpose, objectives, and success criteria.
13.2.1.2 Project Management Plan
Includes:
Resource management plan. May contain information regarding roles and responsibilities of the team and other stakeholders listed in the stakeholder register.
Communications management plan. The communications strategies for stakeholder management and their implementation plans.
Risk management plan. May contain risk thresholds or risk attitudes that can assist in the selection of the optimal stakeholder engagement strategy mix.
13.2.1.3 Project Documents
Include:
Assumption log. Contains information about assumptions and constraints and may be linked to specific stakeholders.
Change log. Contains changes to the original scope of the project. It usually links to specific stakeholders because they fall into categories of requesting certain changes, making decisions about change requests, or being impacted by the implementation of approved changes.
Issue log. Managing and resolving issues contained in the issue log will require additional communications with the stakeholders affected.
Project schedule. Contains activities that may be linked to specific stakeholders as owners or executors.
Risk register. Contains the identified risks of the project and usually links them to the specific stakeholders as either risk owners or as subject to risk impact.
Stakeholder register. Provides the list of project stakeholders including additional classification data and other information.
13.2.1.4 Agreements
the engagement of contractors and suppliers.
13.2.1.5 Enterprise Environmental Factors
Include:
Organizational culture, political climate, and governance framework;
Personnel administration policies;
Stakeholder risk appetites;
Established communication channels;
Global regional or local trends, practices, or habits; and
Geographic distribution of facilities and resources.
13.2.1.6 Organizational Process Assets
Include:
Corporate policies and procedures for social media, ethics, and security;
Corporate policies and procedures for issue, risk, change, and data management;
Organizational communication requirements;
Standardized guidelines for development, exchange, storage, and retrieval of information;
Lessons learned repository with information about the preferences, actions, and involvement of stakeholders; and
Software tools needed to support effective stakeholder engagement.
13.2.2 Tools and Techniques
13.2.2.1 Expert Judgement
Topics:
Politics and power structures in the organization and outside the organization,
Environment and culture of the organization and outside the organization,
Analytical and assessment techniques to be used for stakeholder engagement processes,
Communication means and strategies, and
Knowledge from previous projects of the characteristics of stakeholders and stakeholder groups and organizations involved in the current project that may have been involved in previous similar projects.
13.2.2.2 Data Gathering
Benchmarking. Compare with information from other organizations or other projects that are considered to be world class.
13.2.2.3 Data Analysis
Include:
Assumption and constraint analysis. Analysis of current assumptions and constraints may be conducted in order to tailor appropriate engagement strategies.
Root cause analysis. Root cause analysis identifies underlying reasons for the level of support of project stakeholders in order to select the appropriate strategy to improve their level of engagement.
13.2.2.4 Decision Making
Prioritization/ranking. Stakeholder requirements need to be prioritized and ranked, as do the stakeholders themselves.
13.2.2.5 Data Representation
Include:
Mind mapping. Described in Section 5.2.2.3. Mind mapping is used to visually organize information about stakeholders and their relationship to each other and the organization.
Stakeholder engagement assessment matrix. A stakeholder engagement assessment matrix supports comparison between the current engagement levels of stakeholders and the desired engagement levels required for successful project delivery. One way to classify the engagement level of stakeholders is shown in Figure 13-6. The engagement level of stakeholders can be classified as follows:
Unaware. Unaware of the project and potential impacts.
Resistant. Aware of the project and potential impacts but resistant to any changes that may occur as a result of the work or outcomes of the project. These stakeholders will be unsupportive of the work or outcomes of the project.
Neutral. Aware of the project, but neither supportive nor unsupportive.
Supportive. Aware of the project and potential impacts and supportive of the work and its outcomes.
Leading. Aware of the project and potential impacts and actively engaged in ensuring that the project is a success.
13.2.2.6 Meetings
13.2.3 Outputs
13.2.3.1 Stakeholder Engagement Plan
It identifies the strategies and actions required to promote productive involvement of stakeholders in decision making and execution. May include but is not limited to specific strategies or approaches for engaging with individuals or groups of stakeholders.
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