5th Edition PMBOK® Guide–Step 6: Memorizing Inputs & Outputs (Stakeholder Management Part 2)


In this next series of posts on memorizing the processes, we move on to the final step 6, which is memorizing the INPUTS & OUTPUTS associated with each of the 47 processes.   In order to breakdown the memorization into more bite-size chunks, I am breaking down the processes in the 10 knowledge areas into 2 or 3 posts each.

This post covers chapter 13 of the PMBOK® Guide, which covers the Stakeholder Knowledge Area. This knowledge area contains 4 processes, one in the Initiating Process Group, one in the Planning Process Group, one in the Executing Process Group, and one in the Monitoring & Controlling Group.    The Stakeholder Knowledge Area is the only knowledge area other than the Integration Knowledge Area to have a process in the Initiating Process Group.

I am splitting the discussion of the Inputs & Outputs into two different posts, each covering two processes.   This post will cover the last two of the four Stakeholder Management processes, Process 13.3 Manage Stakeholder Engagement and 13.4 Control Stakeholder Engagement.

2.  Review of processes 13.3 and 13.4 together with their ITTOs (Inputs, Tools & Techniques, Outputs)

13.3 Manage Stakeholder Engagement is the process of communicating and working with stakeholders to meet their needs and expectations, to address issues as they occur, and foster appropriate stakeholder engagement in project activities throughout the project life cycle.

13.4 Control Stakeholder Engagement is the process of monitoring overall project stakeholder relationships and adjusting strategies and plans for engaging stakeholders.

As usual, in the list of inputs, I use abbreviations for the generic inputs of Enterprise Environmental Factors (EEFs) and Organizational Process Assets (OPAs).

Process Name Tools & Techniques Inputs Outputs
13.3 Manage Stakeholder Engagement 1. Communication methods2. Interpersonal skills

3. Management skills

1. Stakeholder management plan2. Communications management plan

3. Change log

4. OPAs

1. Issue log2. Change requests

3. Project management plan updates

4. Project documents updates

5. OPAs updates

13.2 Control Stakeholder Engagement 1. Information management systems2. Expert judgment

3. Meetings

1. Project management plan2. Issue log

3. Work performance data

4. Project documents

1. Work performance information2. Change requests

3. Project management plan updates

4. Project documents updates

5. OPAs updates

3.  Outputs of Process 13.3 Manage Stakeholder Engagement and 13.4 Control Stakeholder Engagement

a. Issue log (13.3 Manage Stakeholder Engagement)

Managing stakeholder engagement may result in the development of an issue log, which is updated as new issues are identified and current issues are resolved.

b. Change requests (13.3 Manage Stakeholder Engagement and 13.4 Control Stakeholder Engagement)

Managing or controlling stakeholder engagement may result in a change request to the product or the project, including corrective actions or preventive actions.

c. Work performance information (13.4 Control Stakeholder Engagement)

Work performance information is performance data which has been collected from various controlling processes, analyzed in context, and then integrated into a form that is usable by the stakeholders.    Such work performance information may include:

  • Status of deliverables
  • Implementation status for change requests
  • Forecasted estimates to complete

d. Project management plan updates (13.3 Manage Stakeholder Engagement and 13.4 Control Stakeholder Engagement)

Although the PMBOK® Guide lists “Project management plan” as possibly being updated by the process 13.3 Manage Stakeholder Engagement, the specific subsidiary knowledge plan that would be updated is, of course, the Stakeholder Management Plan.   This plan is updated when new or changed stakeholders requirements are identified, or as a result of addressing concerns and resolving issues.

As a result of the process 13.4 Control Stakeholder Engagement, any of the subsidiary plans of the Project Management Plan may end up being updated.

e. Project documents updates (13.3 Manage Stakeholder Engagement and 13.4 Control Stakeholder Engagement)

The particular project document that would be updated as a result of 13.3 Manage Stakeholder Engagement or 13.4 Control Stakeholder Engagement is the stakeholder register.    The stakeholder register would be updated when:

  • Information on stakeholders change
  • New stakeholders are identified
  • Registered stakeholders are no longer involved in or impact by the project

The issue log would be updated when new issues are identified and current reserves are resolved.

f. OPAs updates (13.3 Manage Stakeholder Engagement and 13.4 Control Stakeholder Engagement)

The OPAs that are updated as a result of managing and/or controlling stakeholder engagement are:

  • Stakeholder notifications–information may be provided to stakeholders about resolved issues, approved changes, and general project status
  • Project reports–formal and informal project reports describe project status and include:   lessons learned, issue logs, project closure reports
  • Project presentations–information provided by the project team to any or all project stakeholders
  • Project records–correspondence, memos, meeting minutes
  • Feedback from stakeholders–information received from stakeholders concerning project operations can be distributed and used to modify or improve future performance of the project.
  • Lessons learned documentation–may include:   root cause analysis of issues faced, reasoning behind the corrective action chosen

4. Inputs of Process 13.3 Manage Stakeholder Engagement and 13.4 Control Stakeholder Engagement

a. Stakeholder management plan (13.3 Manage Stakeholder Engagement)

The stakeholder management plan contributes the following to the 13.3 Manage Stakeholder Engagement process:

  • Provides guidance on how the various stakeholders can best be involved in the project
  • Describes the methods and technologies used in stakeholder communication
  • Used to determine the level of interactions of various stakeholders
  • Helps define a strategy for identifying and managing stakeholders throughout the project life cycle

b. Communications management plan (13.3 Manage Stakeholder Engagement)

The communications management plan assists the process of stakeholder management by providing guidance and information on how to use communications to manage stakeholder expectations.    The elements of the plan used in this process include:

  • Stakeholder communication requirements
  • Language, format, content, and level of detail to be communicated
  • Reason for distribution of communication
  • Person or persons who will receive communication
  • Escalation process

c. Project management plan (13.4 Control Stakeholder Engagement)

The following subsidiary plans of the project management plan may be inputs to controlling stakeholder engagement:

  • Scope management plan–shows how work will be executed to accomplish the project objectives
  • Human resources management plan–roles and responsibilities, reporting relationships, and staffing management plan
  • Change management plan–documents how changes will be monitored and controlled
  • Communication management plan–needs and techniques for communication among stakeholders

d. Change log (13.3 Manage Stakeholder Engagement)

This documents the changes that occur on a project, which are communicated to the appropriate stakeholders.

e. Issue log (13.4 Control Stakeholder Engagement)

This is an output of process 13.3 Manage Stakeholder Engagement, and is updated as new issues are identified and current issues are resolved.

f. Work performance data (13.4 Control Stakeholder Engagement)

These are the primary observations and measurements identified during actions performed to carry out the project work, and may include the following:

  • 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

g. Project documents (13.4 Control Stakeholder Engagement)

The various project documents that are inputs to controlling stakeholder engagement may include:

  • Project schedule
  • Stakeholder register
  • Issue log
  • Change log
  • Project communications

h. OPAs (13.3 Manage Stakeholder Engagement)

The OPAs that are inputs to 13.3 Manage Stakeholder Engagement are

  • Organizational communication requirements
  • Issue management procedures
  • Change control procedures
  • Historical information about previous projects

This concludes the review of the inputs and outputs of the Stakeholder Management knowledge area.

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