Stakeholder Strategies with Successful Solutions

Transcription

1 Risk Methodology 7 th Annual Symposium Strategies with Successful Solutions By Dwight Davis, MBA, CPT, PMP dwight@dwightdavis.org August 1, 01 create your future Introduction Dwight Davis Married Lives in Garland, Texas Served as a Program/ Manager for 0 years Led DoD, telecom, IT, and high tech projects Certified Performance Technologist (CPT) Professional (PMP ) Contact: dwight@dwightdavis.org nd Annual UTD Symposium 1

2 Risk Methodology PMBOK Guide - Fifth Edition Changes Required for PMP Exams after July 1, 01 Now has 10 Knowledge Areas with 7 Processes PMBOK - Fourth Edition had only Processes New 10th Knowledge Area - - Section 1 Added Section 1 has four () new processes Added three () Plan processes for.1, 6.1 and 7.1Cost Two () processes removed from KNOWLEDGE PROCESS INTEGRATION SCOPE PROCESSES INITIATING FIRST.1 Develop Charter.1 Plan Mgmt PLANNING. Develop Mgmt Plan. Collect Requirements. Direct and Manage. Define EXECUTING. Create WBS CLOSING MONITORING & CONTROLLING. Monitor and Control. Perform Integration Change Control. Validate.6 Close or Phase LAST.6 Control TIME 6.1 Plan 6. Define 6. Sequence 6. Estimate Resources 6. Estimate Durations 6.6 Develop 6.7 Control COST 7.1 Plan Cost 7. Estimate Costs 7. Determine Budget 7. Control Costs QUALITY 8.1 Plan Quality 8. Perform Quality Assurance 8. Control Quality HUMAN RESOURCES 9.1 Plan Human Resource Mgmt 9. Acquire v Team 9. Develop Team 9. Manage Team COMMUNICATIONS 10.1 Plan 10. Manage 10. Control RISK 11.1 Plan Risk Mgmt 11. Identify Risks 11. Perform Qualitative 11. Perform Quantitative 11. Plan Risk Responses 11.6 Control Risks PROCUREMENT 1.1 Plan Procurement 1. Conduct 1. Control 1. Close STAKEHOLDER 1. Plan 1. Manage 1.1 Identify s Dwight Dwight L. L. Davis, Davis, MBA, MBA, CPT, CPT, PMP. PMP. All All rights rights reserved. reserved. 1. Control nd Annual UTD Symposium

3 Risk Methodology KNOWLEDGE PROCESS INTEGRATION SCOPE PROCESSES INITIATING FIRST.1 Develop Charter.1 Plan Mgmt PLANNING. Develop Mgmt Plan. Collect Requirements. Direct and Manage. Define EXECUTING. Create WBS CLOSING MONITORING & CONTROLLING. Monitor and Control. Perform Integration Change Control. Validate.6 Close or Phase LAST.6 Control TIME 6.1 Plan 6. Define 6. Sequence 6. Estimate Resources 6. Estimate Durations 6.6 Develop 6.7 Control COST 7.1 Plan Cost 7. Estimate Costs 7. Determine Budget 7. Control Costs QUALITY 8.1 Plan Quality 8. Perform Quality Assurance 8. Control Quality HUMAN RESOURCES 9.1 Plan Human Resource Mgmt 9. Acquire v Team 9. Develop Team 9. Manage Team COMMUNICATIONS 10.1 Plan 10. Manage 10. Control RISK 11.1 Plan Risk Mgmt 11. Identify Risks 11. Perform Qualitative 11. Perform Quantitative 11. Plan Risk Responses 11.6 Control Risks PROCUREMENT 1.1 Plan Procurement 1. Conduct 1. Control 1. Close STAKEHOLDER 1. Plan 1. Manage 1.1 Identify s Dwight Dwight L. L. Davis, Davis, MBA, MBA, CPT, CPT, PMP. PMP. All All rights rights reserved. reserved. 1. Control Charter The Charter is the document that formally authorizes the project Charter Document Statement of Narrative description of products or services to be supplied by the project Business case justifying project How project supports business needs How project supports strategic goals Agreements SLAs, Contracts, Memos, Intentions Letters of Intent and/or Agreement Enterprise environmental factors Governmental/Industry standards Organizational culture, marketplace Organizational Process Assets Organizational standard processes Templates, historical, lessons learned Assigned Manager and authority level clearly stated Assumptions (Recommended) Listed Listed Listed Listed Listed Listed Constraints (Recommended) Listed Listed Listed Listed Listed Listed Resources (Recommended) Functional organizations, their participation and percent availability s (Recommended) Their influences and importance to the project Success Criteria Defined customer success agreements, time, cost, quality, deliveries Name, Title Name, Title Name, Title Name, Title 6 nd Annual UTD Symposium

4 Risk Methodology KNOWLEDGE PROCESS INTEGRATION SCOPE PROCESSES INITIATING FIRST.1 Develop Charter.1 Plan Mgmt PLANNING. Develop Mgmt Plan. Collect Requirements. Direct and Manage. Define EXECUTING. Create WBS CLOSING MONITORING & CONTROLLING. Monitor and Control. Perform Integration Change Control. Validate.6 Close or Phase LAST.6 Control TIME 6.1 Plan 6. Define 6. Sequence 6. Estimate Resources 6. Estimate Durations 6.6 Develop 6.7 Control COST 7.1 Plan Cost 7. Estimate Costs 7. Determine Budget 7. Control Costs QUALITY 8.1 Plan Quality 8. Perform Quality Assurance 8. Control Quality HUMAN RESOURCES 9.1 Plan Human Resource Mgmt 9. Acquire v Team 9. Develop Team 9. Manage Team COMMUNICATIONS 10.1 Plan 10. Manage 10. Control RISK 11.1 Plan Risk Mgmt 11. Identify Risks 11. Perform Qualitative 11. Perform Quantitative 11. Plan Risk Responses 11.6 Control Risks PROCUREMENT 1.1 Plan Procurement 1. Conduct 1. Control 1. Close STAKEHOLDER 1. Plan 1. Manage 1.1 Identify s Dwight Dwight L. L. Davis, Davis, MBA, MBA, CPT, CPT, PMP. PMP. All All rights rights reserved. reserved. 1. Control 7 Identify s The process of identifying the people, groups, or organizations that could impact or be impacted by a decision, activity, or outcome of the project Analyze and document relevant information regarding their interests, involvement, and interdependencies Consider any potential impact on project success 8 nd Annual UTD Symposium

5 Risk Methodology Breakdown Structure Internal Direct Influence or Involvement Internal Indirect Influence Potential Impact Internal/External Other Teams External Sponsor Other Internal Teams Managers SMEs Other PMs Sponsor Senior Team and Managers Other Teams Possible Users Finance Legal & Quality Consultants Vendors Suppliers Government Regulatory Agencies Team Managers Team End Users End Users Operations Maintainability Sustainability Sales Marketing Any Organization Possible Impacts Manager (you) Other Teams Top 7 Key s 9 Regulatory Environments Considerations Regulatory requirements for local, state, and country need evaluation Time for regulatory approvals in many countries can be up to a year Ensure that your products and services with all features will comply with the regulatory requirements This can be one of the most critical and highest potential project impact areas Identify any regulatory stakeholders 10 nd Annual UTD Symposium

6 Risk Methodology Analysis Team Development To ensure comprehensive identification and listing of stakeholders, judgment and expertise should be sought from groups or individuals with specialized training or subject matter expertise, such as: Senior Other units within the organization Identified key stakeholders Other Managers - have worked similar projects Subject Matter Experts (SMEs) in business or project Professional/technical orgs and regulatory bodies 11 Best Objective Evaluation Develop a team of 8 to 10 members Use a Register Template First half of meeting to identify all stakeholders Second half of meeting to get the best and thorough stakeholder analysis and evaluations Follow up with some individual consultations - one-on-one meetings, interviews, etc. You can also choose to use panel formats, focus groups and surveys 1 nd Annual UTD Symposium 6

7 Risk Methodology s Analysis A technique of systematically gathering and analyzing quantitative and qualitative information to determine whose interests should be taken in account throughout the project. The analysis also helps identify the interests, expectations, and influence of the stakeholders and relates them to the purpose of the project. The results can help identify stakeholder relationships with the project and other stakeholders that can be leveraged to build partnerships to enhance project success. 1 Register Details Identification information: Name, Organizational position, location, role in the project, contact information Assessment information: Major requirements, main expectations, potential influence in the project, phase in the life cycle with the most interest. classification: Internal and external stakeholders; and supporter, neutral, or resistor to project. Update stakeholder register thoughout project. 1 nd Annual UTD Symposium 7

8 Risk Methodology Register Basic Analysis Ltr Function Category Name Level of Authority or Power (1 to ) Level of Concern or Interest (1 to ) Engage = LAP x LCI A Sponsor Senior B Mgmt Functional C Mgrs D Team E Manager F Sponsor G Sr Mgs H End Users SMEs I Other PMs Other J Orgs/Teams Consultants K Vendors 1 Master Matrix Levels Unaware Resistant Neutral Supportive Leading Keep Satisfied Manage Closely Major Very Moderate Monitor Keep Observe Informed 1 1 Low Low 1 Level of Concern - Interest - Score Possible Minor 16 nd Annual UTD Symposium 8

9 Risk Methodology Register Template Ltr Function Category A Sponsor Senior B Mgmt Functional C Mgrs D Team E Manager F Sponsor G Sr Mgs H End Users SMEs I Other PMs Other J Orgs/Teams Consultants K Vendors Name Level of Authority or Power (1 to ) Level of Concern or Interest (1 to ) Engage = LAP x LCI Master Matrix Levels Unaware Resistant Neutral Supportive Leading B A Keep Manage Satisfied Closely H C E F Major Very J I Monitor Observe G Keep Informed Low Low 1 1 Level of Concern - Interest - Score D G K Moderate Possible Minor 18 nd Annual UTD Symposium 9

10 Risk Methodology KNOWLEDGE PROCESS INTEGRATION SCOPE PROCESSES INITIATING FIRST.1 Develop Charter.1 Plan Mgmt PLANNING. Develop Mgmt Plan. Collect Requirements. Direct and Manage. Define EXECUTING. Create WBS CLOSING MONITORING & CONTROLLING. Monitor and Control. Perform Integration Change Control. Validate.6 Close or Phase LAST.6 Control TIME 6.1 Plan 6. Define 6. Sequence 6. Estimate Resources 6. Estimate Durations 6.6 Develop 6.7 Control COST 7.1 Plan Cost 7. Estimate Costs 7. Determine Budget 7. Control Costs QUALITY 8.1 Plan Quality 8. Perform Quality Assurance 8. Control Quality HUMAN RESOURCES 9.1 Plan Human Resource Mgmt 9. Acquire v Team 9. Develop Team 9. Manage Team COMMUNICATIONS 10.1 Plan 10. Manage 10. Control RISK 11.1 Plan Risk Mgmt 11. Identify Risks 11. Perform Qualitative 11. Perform Quantitative 11. Plan Risk Responses 11.6 Control Risks PROCUREMENT 1.1 Plan Procurement 1. Conduct 1. Control 1. Close STAKEHOLDER 1. Plan 1. Manage 1.1 Identify s Dwight Dwight L. L. Davis, Davis, MBA, MBA, CPT, CPT, PMP. PMP. All All rights rights reserved. reserved. 1. Control 19 Levels The Current level of all stakeholders needs to be compared to the planned engagement levels required for successful project completion level of stakeholders classified as follows, related to project & potential impacts: 1 Unaware - of project and potential impacts Resistant - Aware but resistant to change Neutral - Neither supportive nor resistant Supportive - Aware and supportive to change Leading - Aware and actively engaged in ensuring the project is a success 0 nd Annual UTD Symposium 10

11 Risk Methodology & Impact Analysis Ltr Function Category Name Level Current (1 to ) Level Possible Proj Desired (1 to ) Impact (1 to ) Engage = DEL x PPI A Sponsor Senior B Mgmt Functional C Mgrs D Team E F G H I J Manager Sponsor Sr Mgs End Users SMEs Other PMs Other Orgs/Teams Consultants K Vendors Scale: 1 Unaware - Resistant - Neutral - Supportive - Leading 1 Master Matrix Levels Unaware Resistant Neutral Supportive Leading B A Keep Manage Satisfied Closely H C E F Major Very J I Monitor Keep Observe Informed G 1 1 Low Low 1 Level of Concern - Interest - Score D G K Moderate Possible Minor nd Annual UTD Symposium 11

12 Risk Methodology & Impact Analysis Ltr Function Category Name Level Current (1 to ) Level Possible Proj. Desired (1 to ) Impact (1 to ) A Sponsor Senior B Mgmt Functional C Mgrs D Team E F Manager Sponsor G Sr Mgs H I J End Users SMEs Other PMs Other Orgs/Teams Consultants K Vendors Scale: 1 Unaware - Resistant - Neutral - Supportive - Leading Engage = DEL x PPI Master Matrix Levels Unaware Resistant Neutral Supportive Leading B K D AA E E FF Keep Manage Satisfied Closely H C C J H G I I B G J K Monitor Keep 1 1 Observe Informed G Low Low 1 Level of Concern - Interest - Score D Major Very Moderate Possible Minor nd Annual UTD Symposium 1

13 Risk Methodology Plan Contains: Desired and current engagement level of key stakeholders and impact of change to stakeholders Identified interrelationships and potential overlap between stakeholders communication requirements for the current project phase Plan Contains: Information to be distributed to stakeholders, including language, format, and content of detail. Reason for the distribution of that information and expected impact to stakeholder engagement Time frame and frequency for the distribution of required information to stakeholders Method for updating and refining the stakeholder management plan as the project progresses and develops 6 nd Annual UTD Symposium 1

14 Risk Methodology KNOWLEDGE PROCESS INTEGRATION SCOPE PROCESSES INITIATING FIRST.1 Develop Charter.1 Plan Mgmt PLANNING. Develop Mgmt Plan. Collect Requirements. Direct and Manage. Define EXECUTING. Create WBS CLOSING MONITORING & CONTROLLING. Monitor and Control. Perform Integration Change Control. Validate.6 Close or Phase LAST.6 Control TIME 6.1 Plan 6. Define 6. Sequence 6. Estimate Resources 6. Estimate Durations 6.6 Develop 6.7 Control COST 7.1 Plan Cost 7. Estimate Costs 7. Determine Budget 7. Control Costs QUALITY 8.1 Plan Quality 8. Perform Quality Assurance 8. Control Quality HUMAN RESOURCES 9.1 Plan Human Resource Mgmt 9. Acquire v Team 9. Develop Team 9. Manage Team COMMUNICATIONS 10.1 Plan 10. Manage 10. Control RISK 11.1 Plan Risk Mgmt 11. Identify Risks 11. Perform Qualitative 11. Perform Quantitative 11. Plan Risk Responses 11.6 Control Risks PROCUREMENT 1.1 Plan Procurement 1. Conduct 1. Control 1. Close STAKEHOLDER 1. Plan 1. Manage 1.1 Identify s Dwight Dwight L. L. Davis, Davis, MBA, MBA, CPT, CPT, PMP. PMP. All All rights rights reserved. reserved. 1. Control 7 Manage The process of communicating and working with stakeholders to meet their need and expectations Address issues as they occur and are identified Foster appropriate stakeholder engagement in project activities throughout the project lifecycle This process allows the project manager to increase support and minimize resistance from stakeholders This significantly increases the chances to achieve project success 8 nd Annual UTD Symposium 1

15 Risk Methodology Program of s Building trust Resolving conflict Active listening Overcoming resistance to change Facilitating consensus toward objectives Influencing people to support the project Negotiating agreements to satisfy the project needs Modifying organizational behavior to accept the project outcomes 9 Issue Log No. Issue Description -----Dates Identified Assigned Completed Assigned to Assigned to - Primary - - Secondary - Resolution nd Annual UTD Symposium 1

16 Risk Methodology Organizational Process Assets Updates notifications - Information may be provided to stakeholders about resolved issues, approved changes, and general project status. Progress Reports - Formal and informal reports describe project status and include issue logs, lessons learned, project closure reports, and outputs from other process areas. presentations Information formally or informally provided by the project team to any or all project stakeholders. 1 Organizational Process Assets Updates records - records include correspondence, memos, meeting minutes, and other documents describing the project. Feedback from stakeholders - Information received from stakeholders concerning project operations can be distributed/used to modify or improve future performance of the project. Lessons learned documentations Includes root cause analysis of issues, corrective action chosen, and lessons learned as documented and distributed, and part of historical database. nd Annual UTD Symposium 16

17 Risk Methodology Lessons Learned Log No. Issue Description Root Cause Analysis Corrective Action Selected Final Solution Results Lessons Learned KNOWLEDGE PROCESS INTEGRATION SCOPE PROCESSES INITIATING FIRST.1 Develop Charter.1 Plan Mgmt PLANNING. Develop Mgmt Plan. Collect Requirements. Direct and Manage. Define EXECUTING. Create WBS CLOSING MONITORING & CONTROLLING. Monitor and Control. Perform Integration Change Control. Validate.6 Close or Phase LAST.6 Control TIME 6.1 Plan 6. Define 6. Sequence 6. Estimate Resources 6. Estimate Durations 6.6 Develop 6.7 Control COST 7.1 Plan Cost 7. Estimate Costs 7. Determine Budget 7. Control Costs QUALITY 8.1 Plan Quality 8. Perform Quality Assurance 8. Control Quality HUMAN RESOURCES 9.1 Plan Human Resource Mgmt 9. Acquire v Team 9. Develop Team 9. Manage Team COMMUNICATIONS 10.1 Plan 10. Manage 10. Control RISK 11.1 Plan Risk Mgmt 11. Identify Risks 11. Perform Qualitative 11. Perform Quantitative 11. Plan Risk Responses 11.6 Control Risks PROCUREMENT 1.1 Plan Procurement 1. Conduct 1. Control 1. Close STAKEHOLDER 1. Plan 1. Manage 1.1 Identify s Dwight Dwight L. L. Davis, Davis, MBA, MBA, CPT, CPT, PMP. PMP. All All rights rights reserved. reserved. 1. Control nd Annual UTD Symposium 17

18 Risk Methodology Control The process of monitoring overall project stakeholder relationships and adjusting strategies and plans for engaging stakeholders This process will maintain or increase the efficiency or effectiveness of stakeholder engagement activities as the project evolves and its environmental changes Strategies - Successful Solutions Use full PM strategies for up-front identification, qualification, and quantification of stakeholders Develop and use stakeholder reporting tools and effective communications distribution plan Build stakeholder relationships with increased project support with stakeholder produced project success with high customer satisfaction This is Strategies with Successful Solutions. 6 nd Annual UTD Symposium 18

19 Risk Methodology Questions and Answers Dwight Davis, MBA, CPT, PMP Certified Performance Technologist (CPT) Professional (PMP ) Voice/Msg: Dwight@lighthouseperformance.org 7 nd Annual UTD Symposium 19