5th Edition PMBOK Guide–Chapter 13: Process 13.4 Control Stakeholder Management

1.  Introduction

The fourth out of four procurement-related project management processes is in the Monitoring & Controlling Process group, and is the process which monitors the current engagement level of stakeholders and takes action if that level is not in line with the desired level of engagement at that point in the project.

2.  Inputs

These come from the stakeholder management plan, which has in previous processes identified stakeholders and analyzed them with regards to strategies on a macro level, based on their impact and interest level, and then on a micro level with regards to their individual level of engagement (unaware, resistant, neutral, supportive, or leading).

The issue log is used to record any new issues that come up or to note the resolution of any current issues.    Work performance data is used as an input, where it is analyzed in the course of this process.

The change log and of course the stakeholder register are inputs to this process as well.

1. Stakeholder Management Plan
  • Life cycle for the project (project phases)
  • How work will be executed to accomplish project objectives
  • Human resources requirements:  roles and responsibilities, reporting relationships, staffing management
  • Change management plan
  • Communication management plan
  • Stakeholder management plan–gives current and desired level of stakeholder engagement
2. Issue log
  • New issues are identified
  • Current issues are resolved
3. Work Performance Data
  • Percentage of work completed
  • Technical performance measures
  • Number of change requests
  • Number of defects
  • Budgeted costs vs. actual costs
  • Scheduled activity durations vs. actual durations
4. Project Documents
  • Project schedule
  • Stakeholder register
  • Change log
1. Information Management Systems Helps capture, store, and distribute information to stakeholders on project cost, schedule progress, and performance
2. Expert Judgment Engagement levels of stakeholders are monitored and adjusted by conferring with

  • Senior management
  • Key stakeholders
  • Project managers on other projects in same area
  • SMEs in business or project area
  • Industry groups and consultants
3. Meetings
  • Status review meetings are used to analyze information about stakeholder engagement
1. Work performance information Performance data that are collected, analyzed, and integrated.
2. Change requests Analysis of project performance and interactions with stakeholders may generate change requests.
3. Project management plan updates
  • Any of the subsidiary management plans for the various knowledge areas, including stakeholder management, could be changed.
4. Project documents updates
  • Stakeholder register—identification of new stakeholders, change in engagement level of existing stakeholders
  • Issue log–as new issues identified or current issues resolved.
5. OPAs updates
  • Stakeholder notifications
  • Project reports, presentations, records
  • Feedback from stakeholders
  • Lessons learned documentation

3.  Tools & Techniques

The main tool used is the information management system, such as Microsoft Project or Primavera.   Expert judgment and meetings are used to a) analyze the performance data and integrate it to produce useable performance information (how is the project doing as compared to where it should be at this point?), and b) analyze the impact that this will have on various stakeholders.

4.  Outputs

The performance information created in the process is then transmitted to the stakeholders as per the stakeholder and communication management plan.    Change requests might result, not as the result of a change in the project scope, as in the previous process, but due to the change in performance on the project itself.

If in the course of the project, the stakeholders have new requirements or needs, or if those needs change, the stakeholder management plan should be changed to reflect this.    But ANY of the knowledge areas may be affected by the performance information and the stakeholders reaction to it.

The issue log may be updated, as well as the stakeholder register to reflect changing levels of current stakeholder engagement, or changes in the desired level of stakeholder engagement, which may change during the various phases of the project.

This concludes the review of the last of the processes for the stakeholder management area


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