Project Stakeholder Management: Pmbok Sixth Edition Based, Version 2.0 in Preparation For PMP Certification Exam

Project Stakeholder Management
Study Notes
PMBOK® Sixth Edition based, Version 2.0
In Preparation for PMP® Certification Exam
IBM Education and Training

Worldwide Certified Material
Project Stakeholder Management ii
Trademarks
The following are trademarks of International Business Machines Corporation in the United States, or
other countries, or both: IBM
The following are certification, service, and/or trademarks of the Project Management Institute, Inc.
Which is registered in the United States and other nations: “PMI” is a service and trademark, PMI ® Logo
and "PMBOK," are trademarks, “PMP” and the PMP® logo are certification marks.
Other company, product, and service names may be trademarks or service marks of others.
"PMBOK" is a trademark of the Project Management Institute, Inc. which is registered in the United
States and other nations.
Disclaimer
PMI makes no warranty, guarantee, or representation, expresses or implied, that the successful
completion of any activity or program, or the use of any product or publication, designed to prepare
candidates for the PMP® Certification Examination, will result in the completion or satisfaction of any
PMP® Certification eligibility requirement or standard., service, activity, and has not contributed any
financial resources.
Initially Prepared By: Kathy Porter

Edited By: Ryan Poole, PMP
Redacted By: Alexander Watzke, PMP
Publishing: January 2018 Edition
The information contained in this document has not been submitted to any formal IBM test and is
distributed on an “as is” basis without any warranty either expressed or implied. The use of this
information or the implementation of any of these techniques is a customer responsibility and depends
on the customer’s ability to evaluate and integrate them into the customer’s operational environment.
While each item may have been reviewed by IBM for accuracy in a specific situation, there is no
guarantee that the same or similar results will result elsewhere. Customers attempting to adapt these
techniques to their own environments do so at their own risk.
© Copyright International Business Machines Corporation 2002, 2015. All rights reserved. IBM and its
logo are trademarks of IBM Corporation. This document may not be reproduced in whole or in part
without the prior written permission of IBM.
Note to U.S. Government Users--Documentation related to restricted rights--Use, duplication or
disclosure is subject to restrictions set forth in GSA ADP Schedule Contract with IBM Corp.
Study Notes (V1.0) © Copyright IBM Corp. 2002, 2015, 2018
Course materials may not be reproduced in whole or in part without the prior written permission of IBM.
Project Stakeholder Management iii
Table of Contents
Project Stakeholder Management Study Notes ...................................................................................................... v

Reference Material to Study ....................................................................................................................... v
What to Study? ........................................................................................................................................... v
Key Definitions ........................................................................................................................................... vi
Interaction of Project Management Processes ......................................................................................... vii
13 Project Stakeholder Management .........................................................................................................13-1
13.1 Identify Stakeholders .............................................................................................................................13-3
13.1.1 Identify Stakeholders – Inputs ...............................................................................................................13-4
13.1.2 Identify Stakeholders – Tools and Techniques ......................................................................................13-5
13.1.3 Identify Stakeholders – Outputs include: ...............................................................................................13-7
13.2 Plan Stakeholder Engagement ..............................................................................................................13-8
13.2.1 Plan Stakeholder Management – Inputs................................................................................................13-9
13.2.2 Plan Stakeholder Management – Tools and Techniques ....................................................................13-10
13.2.3 Plan Stakeholder Engagement – Outputs ..........................................................................................13-12
13.3 Manage Stakeholder Engagement ......................................................................................................13-12
13.3.1 Manage Stakeholder Engagement – Inputs ........................................................................................13-13
13.3.2 Manage Stakeholder Engagement – Tools and Techniques ..............................................................13-14
13.3.3 Manage Stakeholder Engagement – Outputs .....................................................................................13-15
13.4 Monitor Stakeholder Engagement ......................................................................................................13-16
13.4.1 Monitor Stakeholder Engagement – Inputs .........................................................................................13-16
13.4.2 Monitor Stakeholder Engagement – Tools and Techniques ..............................................................13-18
13.4.3 Monitor Stakeholder Engagement – Outputs .....................................................................................13-18
Sample Questions ............................................................................................................................................13-20
nswer Sheet ......................................................................................................................................................13-25
Answers ............................................................................................................................................................13-26
PMP Certification Exam Preparation – What did I do wrong? ..........................................................................13-28
List of Figures
Figure 13-1. Overview of

Project Management Knowledge Areas ................................................................................................................. vii
Figure 13-2. Index of used colors for Project Management Process Groups ....................................................... viii
Figure 13-3. Project Stakeholder Management Knowledge Area Processes .................................................... 13-3
Figure 13-4. Identify Stakeholders Data Flow Diagram ...................................................................................... 13-5
Figure 13-5. Plan Stakeholder Management Data Flow Diagram ...................................................................... 13-9
Project Stakeholder Management iv
Figure 13-6. Manage Stakeholder Engagement Data Flow Diagram .............................................................. 13-14
Figure 13-7. Control Stakeholder Engagement Data Flow Diagram ................................................................ 13-17
Project Stakeholder Management v
Project Stakeholder Management Study Notes
Reference Material to Study

[PMBOK, 6th Edition, 2017]
A Guide to the Project Management Body of Knowledge (PMBOK® Guide)
Chapters 1, 2 and 13
Project Management Institute, 6th Edition, 2017
ISBN: 978-1-62825-184-5
[Mulcahy]
PMP Exam Prep: Rita's Course in a Book for Passing the PMP Exam
Rita Mulcahy
RMC Publications, Inc.,
[Kerzner 2009]
Project management: a systems approach to planning, scheduling, and controlling
Harold Kerzner
Wiley, 10th Edition, 2009
ISBN-13: 978-0-470-27870-3
[Verma 1996]
Human Resource Skills for the Project Manager: The Human Aspects of Project Management
Vijay K. Verma
Project Management Institute, 1st Edition, 1996
ISBN-13: 978-1-880-41041-7
[PMI-SAM 2000]
Project Management Experience and Knowledge Self-Assessment Manual
Project Management Institute, 1st Edition, 2000
ISBN-13: 978-1-880-41024-0
What to Study?
 The PMBOK® processes of Project Stakeholder Management: Identify Stakeholders, Plan
Stakeholder Management, Manage Stakeholder Engagement, and Monitor Stakeholder
Engagement. Be familiar with Inputs, Tools and Techniques, and Outputs for each phase.
 Know the difference between the general management skill of communicating and Project
Stakeholder Management. The general management skill of communicating is the broader
Project Stakeholder Management vi
subject and involves knowledge such as: sender-receiver models, choice of media, writing
style, presentation techniques, and meeting management techniques.
 Know the different methods of classifying stakeholders (Power/Interest grid, Power/influence
grid, influence/impact grid, salience model), Stakeholder Cube, Direction of Influence,
Stakeholder Prioritization
 Be familiar with types of enterprise environmental processes that can influence on project
stakeholder management.
 Be familiar with methods of classifying stakeholder engagement levels (Stakeholder
Engagement Assessment matrix)
 Be familiar with ability of stakeholders to influence project as it progresses
Key Definitions
Collect Requirements The process of determining, documenting and managing stakeholder
needs and requirements to meet project objectives
Stakeholder An individual or organization that may affect, or be affected by, or perceive
itself to be affected by a decision, activity or outcome of a project.
Stakeholder The stakeholder engagement plan is a component of project management
Engagement Plan plan that identifies the strategies and action required to promote
productive involvement of stakeholders in decision making and execution.
Stakeholder register A project document including the identification, assessment and
classification of project stakeholders.
Project Stakeholder Management vii
Interaction of Project Management Processes
Figure 13-1. Overview of Project Management Knowledge Areas
In this study guide a colored scheme is used for representation of interaction of processes in the Project
Management Knowledge Areas (refer to Figure 13-1) between Project Management Process Groups
based on PMBOK Guide. This scheme is shown in Figure 13-2.
Project Stakeholder Management viii
Project Management Process Groups
Initiating Process Group
Planning Process Group

Executing Process Group
Monitoring and Controlling Process Group
Closing Process Group
Figure 13-2. Index of used colors for Project Management Process Groups
With these colors you can follow the process data flow within this Project Management Knowledge Area through
the process groups.
Arrows have the same color like the process from which the arrow starts. It helps to difference the processes of a
specific Project Management Process Group.
Project Stakeholder Management 13-1
13 Project Stakeholder Management
Project Stakeholder Management includes the processes required to identify the people, groups, or
organizations that could impact or be impacted by the project, to analyze stakeholder expectations and their
impact on the project, and to develop appropriate management strategies for effectively engaging
stakeholders in project decisions and execution. .1
Focuses on
• continuous communication with stakeholders to understand their needs and expectations,
• addressing issues as they occur,
• managing conflicting interests and
• fostering appropriate stakeholder engagement in project decisions and activities.
Stakeholder satisfaction should be managed as a key project objective.
Every project will have stakeholders who are impacted by or can impact the project in a positive or
negative way. While some stakeholders may have limited ability to influence project, others may have
significant influence on the project and its expected outcomes.
The ability of the project manager to identify and manage these stakeholders in an appropriate way can
mean the difference between success and failure of the project. PMBOK Section 13.1.2. identifies the
various types of stakeholders
Although the processes in Project Stakeholder Management are described only once, the activities of
identification, prioritization, and engagement should be reviewed and updated routinely, and at least at the
following times when:
• Change in project phase.
• Change in stakeholders, or
• Changes in the organization or the wider stakeholder community
Trends and emerging practices for Project Stakeholder Management

Broader definitions of stakeholders are being developed that expand the traditional categories of
employees, suppliers, and shareholders to include groups such as regulators, lobby groups,
environmentalists, financial organizations, the media, and those who simply believe they are
stakeholders—they perceive that they will be affected by the work or outcomes of the project.
o Identifying all stakeholders, not just a limited set;
o Ensuring that all team members are involved in stakeholder engagement activities;
o Reviewing the stakeholder community regularly, often in parallel with reviews of individual project
risks;
o Consulting with stakeholders who are most affected by the work or outcomes of the project
through the concept of co-creation. Co-creation places greater emphasis on including affected
stakeholders in the team as partners; and
o Capturing the value of effective stakeholder engagement, both positive and negative. Positive
value can be based on the consideration of benefits derived from higher levels of active support
from stakeholders, particularly powerful stakeholders. Negative value can be derived by
measuring the true costs of not engaging stakeholders effectively, leading to product recalls or
loss of organizational or project reputation.
Tailoring considerations
• Stakeholder diversity.
• Complexity of stakeholder relationships.
• Communication technology.
CONSIDERATIONS FOR AGILE/ADAPTIVE ENVIRONMENTS
Projects experiencing a high degree of change require active engagement and participation with project
stakeholders.
To facilitate timely, productive discussion and decision making, adaptive teams engage with stakeholders
directly rather than going through layers of management. Often the client, user, and developer exchange
information in a dynamic co-creative process that leads to more stakeholder involvement and higher
satisfaction.
Regular interactions with the stakeholder community throughout the project mitigate risk, build trust, and
support adjustments earlier in the project cycle, thus reducing costs and increasing the likelihood of
success for the project.
In order to accelerate the sharing of information within and across the organization, agile methods
promote aggressive transparency. The intent of inviting any stakeholders to project meetings and
reviews or posting project artifacts in public spaces is to surface as quickly as possible any misalignment,
dependency, or other issue related to the changing project.
Project Stakeholder Management
4
5
6
7
8
9 13.1 Identify Stakeholders
10 13.2 Plan Stakeholder Engagement
11 13.3 Manage Stakeholder Engagement
12 13.4 Monitor Stakeholder Engagement
 13
Figure 13-3. Project Stakeholder Management Knowledge Area Processes
Project Stakeholder Management Processes include (refer to Figure 13-3):

• Identify Stakeholders
• Plan Stakeholder Engagement
• Manage Stakeholder Engagement
• Monitor Stakeholder Engagement
13.1 Identify Stakeholders
Identify Stakeholders is the process of identifying project stakeholders regularly and analyzing
and documenting relevant information regarding their interests, involvement, interdependencies,
influence and potential impact on the project success.,1
This process is critical to identify all stakeholders either prior to /same time project charter is developed
and approved. And should be repeated as necessary (start of each phase /significant change in project or
organization occurs); to analyze their levels of interest, expectations, importance, and influence; and
developing a strategy for maximizing their positive influences and mitigating potential negative impacts.
1
7
13.1.1 Identify Stakeholders – Inputs
1. Project Charter
Described in PMBOK section 4.1.3.1
2. Business Documents
• Business case. Described in Section 1.2.6.1
• Benefits management plan. Described in Section 1.2.6.2
3. Project management Plan

Described in Section 4.2.3.1. The project management plan is not available when initially identifying
stakeholders; however, once it has been developed, project management plan components include but
are not limited to:
• Communications management plan. Described in Section 10.1.3.1
• Stakeholder engagement plan. Described in Section 13.2.3.1
4. Project Documents
• Change log. Described in Section 4.6.3.3.
• Issue log. Described in Section 4.3.3.3.
• Requirements documentation. Described in Section 5.2.3.1.
• Agreements Described in Section 12.2.3.2. The parties of an agreement are project
stakeholders. The agreement can contain references to additional stakeholders
5. Enterprise Environmental Factors

Described in PMBOK section 13.1.1.6 Enterprise Environmental Factors include, but are not limited to:
• Organizational or company culture and structure, political climate, and governance framework
• Governmental or industry standards (e.g., regulation, standards bodies specifications)
• Global, regional or local trends and habits
Geographic distribution of facilities and resources
6. Organizational Process Assets

Described in PMBOK Section 13.1.1.7, organizational process assets influencing the Identify Stakeholder
process include but are not limited to:
• Stakeholder register templates
• Lessons learned from previous projects about the preference, actions, and involvement of
stakeholders
• Stakeholder registers from previous projects
Based on PMBOK© 4th Edition, 2008

13.1 Identify Stakeholders
.1 Inputs .2 Tools and Techniques .3 Outputs
.1 Project charter .1 Expert judgement
.1 Stakeholder Register
.2 Data gathering
.2 Business documents .2 Change Requests
.3 Data analysis
.3 Project management Plan .4 Data representation
.3 Project Management Plan updates
.4 Project documents .5 Meetings
.4 Project Documents updates

.5 Agreements
.6 Enterprise environmental factors
.7 Organizational process assets
Enterprise / Organization
4.1 4.6
Develop Project Charter Perform Integrated Change Control
12.2
Conduct Procurements
Developed by Alexander Watzke © IBM Deutschland ITS GmbH, 2009, 2011
Figure 13-4. Identify Stakeholders Data Flow Diagram
13.1.2 Identify Stakeholders – Tools and Techniques
1. Expert Judgment
Described in Section 4.1.2.1. Expertise should be considered from individuals or groups with specialized
knowledge or training in the following topics:
• Understanding the politics and power structures in the organization,
• Knowledge of the environment and culture of the organization and other affected organizations
including customers and the wider environment,
• Knowledge of the industry or type of project deliverable, and
• Knowledge of individual team member contributions and expertise.
•
2. Data Gathering
• Questionnaires and surveys. Described in Section 5.2.2.2. Questionnaires and surveys can
include one-on-one reviews, focus group sessions, or other mass information collection
techniques.
• Brainstorming. Described in Section 4.1.2.2. Brainstorming as used to identify stakeholders
can include both brainstorming and brain writing.
• Brainstorming. A general data-gathering and creativity technique that elicits input from groups
such as team members or subject matter experts.
• Brain writing. A refinement of brainstorming that allows individual participants time to
consider the question(s) individually before the group creativity session is held. The
information can be gathered in face-to-face groups or using virtual environments supported by
technology.
3. Data Analysis
• Stakeholder analysis. Stakeholder analysis results in a list of stakeholders and relevant
information such as their positions in the organization, roles on the project, “stakes,” expectations,
attitudes (their levels of support for the project), and their interest in information about the project.
Stakeholders’ stakes can include but are not limited to a combination of:
• Interest. A person or group can be affected by a decision related to the project or its outcomes.
• Rights (legal or moral rights). Legal rights, such as occupational health and safety, may be defined in the legislation
framework of a country. Moral rights may involve concepts of protection of historical sites or environmental sustainability.
• Ownership. A person or group has a legal title to an asset or a property.
• Knowledge. Specialist knowledge, which can benefit the project through more effective delivery of project objectives,
organizational outcomes, or knowledge of the power structures of the organization.
• Contribution. Provision of funds or other resources, including human resources, or providing support for the project in more
intangible ways, such as advocacy in the form of promoting the objectives of the project or acting as a buffer between the
project and the power structures of the organization and its politics.
• Document analysis. Described in Section 5.2.2.3. Assessing the available project

documentation and lessons learned from previous projects to identify stakeholders and other
supporting information.
4. Data representation
A data representation technique that may be used in this process includes but is not limited to
stakeholder mapping/representation. Stakeholder mapping and representation is a method of
categorizing stakeholders using various methods. Categorizing stakeholders assists the team in
building relationships with the identified project stakeholders. Common methods include:
• Power/interest grid, power/influence grid, or impact/influence grid. Each of these techniques
supports a grouping of stakeholders according to their level of authority (power), level of concern
about the project's outcomes (interest), ability to influence the outcomes of the project (influence),
or ability to cause changes to the project's planning or execution. These classification models are
useful for small projects or for projects with simple relationships between stakeholders and the
project, or within the stakeholder community itself.
• Stakeholder cube. This is a refinement of the grid models previously mentioned. This model
combines the grid elements into a three-dimensional model that can be useful to project managers
and teams in identifying and engaging their stakeholder community. It provides a model with
multiple dimensions that improves the depiction of the stakeholder community as a
multidimensional entity and assists with the development of communication strategies.
• Salience model. Describes classes of stakeholders based on assessments of their power (level
of authority or ability to influence the outcomes of the project), urgency (need for immediate
attention, either time-constrained or relating to the stakeholders’ high stake in the outcome), and
legitimacy (their involvement is appropriate). There is an adaptation of the salience model that
substitutes proximity for legitimacy (applying to the team and measuring their level of involvement
with the work of the project). The salience model is useful for large complex communities of
stakeholders or where there are complex networks of relationships within the community. It is also
useful in determining the relative importance of the identified stakeholders.
• Directions of influence. Classifies stakeholders according to their influence on the work of the
project or the project team itself. Stakeholders can be classified in the following ways:
• Upward (senior management of the performing organization or customer organization, sponsor,
and steering committee),
• Downward (the team or specialists contributing knowledge or skills in a temporary capacity),
• Outward (stakeholder groups and their representatives outside the project team, such as
suppliers, government departments, the public, end-users, and regulators), or
• Sideward (the peers of the project manager, such as other project managers or middle
managers who are in competition for scarce project resources or who collaborate with the
project manager in sharing resources or information).
• Prioritization. Prioritizing stakeholders may be necessary for projects with a large number of
stakeholders, where the membership of the stakeholder community is changing frequently, or
when the relationships between stakeholders and the project team or within the stakeholder
community are complex.
5. Meetings
• Profile analysis meetings
• Meetings are used to develop an understanding of significant project stakeholders. They can take
the form of facilitation workshops, small group guided discussions, and virtual groups using
electronics or social media technologies to share ideas and analyze data.
13.1.3 Identify Stakeholders – Outputs include:
1. Stakeholder Register
The stakeholder register should be consulted and updated on a regular basis. Contains all details related
to stakeholders such as
.1 identification information,
.2 assessment information and
.3 stakeholder classification.
2. Change requests
Described in Section 4.3.3.4. During the first iteration of identifying stakeholders, there will not be any
change requests. As stakeholder identification continues throughout the project, new stakeholders, or new
information about stakeholders, may result in a change request to the product, project management plan,
or project documents.
3. Project management plan updates

• Requirements management plan. Described in Section 5.1.1.2.
• Communications management plan. Described in Section 10.1.3.1
• Risk management plan. Described in Section 11.1.3.1
• Stakeholder engagement plan. Described in Section 13.2.3.1.
4. Project document updates

• Assumption log. Described in Section 4.1.3.2
• Issue log. Described in Section 4.3.3.3
• Risk register. Described in Section 11.2.3.1
13.2 Plan Stakeholder Engagement
Plan Stakeholder Engagement is the process of developing approach to involve project

stakeholders based on their needs , expectations, interests, and potential impact on the project.1
Key benefit – provides a clear actionable plan to interact with project stakeholders to support the project’s
interests.
Identifying the informational needs, interests and potential impacts of the stakeholders and determining a
suitable means of meeting those needs within the project’s boundaries.
.
Trigger situations requiring updates to the plan include but are not limited to:
• Start of a new phase of the project;
• Changes to the organization structure or within the industry;
• Changes in stakeholders
• When outputs of other project process areas, such as change management, risk management, or
issue management, require a review of stakeholder engagement strategies. The results of these
adjustments may be changes to the relative importance of the stakeholders who have been
identified.
1
7
The majority of stakeholder management planning is usually done in the early phases of the project;
however, the process results should be regularly reviewed and revised as the project progresses, the
membership of the stakeholder community and required level of engagement may change i.e. It is an
iterative process

13.2 Plan Stakeholder Engagement
.1 Project Charter .1 Expert judgment .1 Stakeholder Engagement Plan
.2 Project Management Plan .2 Data gathering
.3 Project documents .3 Data analysis

.4 Decision making
.4 Agreement
.5 Data representation
.5 Enterprise environmental factors .6 Meetings
12.2
Conduct Procurements
4.1
Develop Project Charter
Figure 13-5. Plan Stakeholder Engagement Data Flow Diagram
13.2.1 Plan Stakeholder Management – Inputs
1. Project Charter – described in PMBOK section 4.1.3.1
2 Project Management Plan – described in PMBOK section 4.2.3.1

• Resource management plan. Described in Section 9.1.3.1
• Communications management plan. Described in Section 10.1.3.1.
• Risk management plan. Described in Section 11.1.3.1
3 Project document updates

• Assumption log. Described in Section 4.1.3.2
• Change log. Described in Section 4.6.3.3
• Project schedule. Described in Section 6.5.3.2
• Stakeholder register. Described in Section 13.1.3.1.
4 Agreements -Described in Section 12.2.3.2.
5 Enterprise Environmental Factors

• Geographic distribution of facilities and resources, 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
6 Organizational Process Assets

•
• 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
6.1.1 Plan Stakeholder Management – Tools and Techniques
1. Expert Judgment
•
• 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.
2. DATA GATHERING
• Benchmarking. Described in Section 8.1.2.2. (The results of stakeholder analysis are
compared with information from other organizations or other projects that are considered to be
world class.)
3. DATA Analysis
• Assumption and constraint analysis. Described in Section 11.2.2.3
• Root cause analysis. Described in Section 8.2.2.2
4 Decision making
• Prioritization/ranking. Stakeholder requirements need to be prioritized and ranked, as do the
stakeholders themselves. Stakeholders with the most interest and the highest influence are
often prioritized at the top of the list.
5 Data representation
• Mind mapping. Described in Section 5.2.2.3
• 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.
The engagement level of stakeholders can be classified as follows:
• Unaware.
• Resistant
• Neutral.
• Supportive
• Leading
In below figure, C represents the current engagement level of each stakeholder and D indicates
the level that the project team has assessed as essential to ensure project success. The gap
between current and desired for each stakeholder will direct the level of communications
necessary to effectively engage the stakeholders. The closing of this gap is an essential
element of monitoring stakeholder engagement.
Stakeholder Unaware Resistant Neutral Supportive Leading

Stakeholder 1 C D
Stakeholder C D
Stakeholder DC
Figure 13-6, Stakeholder Engagement Assessment Matrix
6 Meetings
Discuss and analyze the input data of the stakeholder engagement planning process and to develop a
sound stakeholder engagement plan.
4.1.1 Plan Stakeholder Engagement - – Outputs
1. Stakeholder Engagement Plan

Component of Project Management Plan –
- identifies the strategies and actions required to promote productive involvement of stakeholders in decision
making and execution
- can be formal or informal, highly detail or broad framed based on needs of project and
expectations of stakeholders.
This is a sensitive document and project managers must take appropriate precautions
It often provides:
• Current and desired Stakeholder engagement levels
• scope and impact of change to stakeholders
• identified interrelationships and overlaps between stakeholders
• stakeholder communication requirements for current phase
• Timeframe and frequency for distribution of required information to stakeholders
• Methods or technologies used to convey the information, such as memoranda, e-mail, and/or
press releases
• Method for updating and refining the stakeholder management plan
13.3 Manage Stakeholder Engagement
Manage Stakeholder Engagement is the process of communicating and working with

stakeholders to meet their needs and addressing issues and foster appropriate stakeholder
involvement.1
Key Benefit – It allows project manager to increase support and minimize resistance, significantly
increasing chances of achieving project success
Manage Stakeholder Engagement involves activities such as:
1
[PMBOK, 6th Edition, 2017
- Engaging stakeholders at appropriate project stages to obtain, confirm, or maintain their

continued commitment to the success of the project;
- Managing stakeholder expectations through negotiation and communication;
- Addressing any risks or potential concerns related to stakeholder management and
anticipating future issues that may be raised by stakeholders; and
- Clarifying and resolving issues that have been identified.
4.1.2 Manage Stakeholder Engagement – Inputs
1. PROJECT MANAGEMENT PLAN

• Risk management plan. Described in Section 11.1.3.1.
• Change management plan. Described in Section 4.2.3.1.
2. Project Documents
• Issue log. Described in Section 4.3.3.3.
• Lessons learned register. Described in Section 4.4.3.1.
• Stakeholder register. Described in Section 13.1.3.1
3. Enterprise Environmental factors

• Organizational culture, political climate, and governance structure of the organization;
• Personnel administration policies;
• Stakeholder risk thresholds;
• Global, regional, or local trends, practices, or habits; and
• Geographic distribution of facilities and resources .
4. Organizational Process Assets

Includes but not limited to:
• Organizational communication requirements
• Historical information about previous similar projects
• Corporate policies and procedures for issue, risk, change, and data management
• Standardized guidelines for development, exchange, storage, and retrieval of information

13.3 Manage Stakeholder Engagement
.1 Project management plan .1 Expert judgement .1 Change requests
.2 Communication skills
.2 Project documents .2 Project management plan updates
.3 Interpersonal and team skills
.4 Ground rules
.3 Enterprise environmental factors
.5 Meetings
.3 Project document updates
4.5
Perform Integrated Change Control
Figure 13-6. Manage Stakeholder Engagement Data Flow Diagram
4.1.3 Manage Stakeholder Engagement – Tools and Techniques
1. Expert Judgement
2. Communication Skills
• Conversations; both formal and informal,
• Issue identification and discussion,
• Meetings,
• Progress reporting, and
• Surveys.
5 Interpersonal and Team Skills

Including building trust, resolving conflict, active listening, and overcoming resistance to change:
• Conflict management. Described in Section 9.5.2.1.
• Cultural awareness. Described in Section 10.1.2.6.

• Negotiation. Described in Section 12.2.2.5.
• Observation/conversation. Described in Section 5.2.2.6.
• Political awareness. Described in Section 10.1.2.6
6 Ground rules
Ground rules, defined in the team charter set the expected behavior for project team members, as well as other
stakeholders, with regard to stakeholder engagement.
7 Meetings
Described in Section 10.1.2.8.
• Decision making,
• Issue resolution,
• Lessons learned and retrospectives,
• Project kick-off,
• Sprint planning, and
• Status updates.
7.1.1 Manage Stakeholder Engagement – Outputs
1. Change Requests
Described in Section 4.3.3.4; Including corrective or preventive actions as appropriate
2. Project Management Plan Updates

• Stakeholder engagement plan. Described in Section 13.2.3.1.
3. Project Document Updates

• Lessons learned register. Described in Section 4.4.3.1
• Stakeholder register. Described in Section 13.1.3.1.
7.2 Monitor Stakeholder Engagement
Monitor Stakeholder Engagement is the process of monitoring project stakeholder relationships

and tailoring strategies for engaging stakeholders through modification of engagement strategies
and plans.
Key benefit – it will maintain or increase the efficiency and effectiveness of stakeholder engagement
activities as project evolves and its environment changes.
Stakeholder engagement activities are included in stakeholder management plan. Stakeholder

engagement should be continuously controlled
7.2.1 Monitor Stakeholder Engagement – Inputs
1. Project Management Plan

2 Project Documents
• Project communications. Described in Section 10.2.3.1.
• Stakeholder register. Described in Section 13.1.3.1
3 Work Performance Data - Described in Section 4.3.3.2.
4 Enterprise environmental factors

• Organizational culture, political climate, and governance framework;
• Personnel administration policies
• Stakeholder risk thresholds;
• Global, regional, or local trends, practices, or habits; and
• Geographic distribution of facilities and resources
5 Organizational Process assets
• Corporate policies and procedures for issue, risk, change, and data management;
• Organizational communication requirement;
• Standardized guidelines for development, exchange, storage, and retrieval of information; and
• Historical information from previous projects

13.4 Monitor Stakeholder Engagement
.1 Data Analysis .1 Work performance information
.1 Project management plan
.2 Decision making
.2 Change requests
.2 Project documents
.3 Data representation
.4 Communication skills .3 Project management plan updates
.3 Work performance data
.5 Interpersonal and team skills
.4 Enterprise environmental factors .4 Project documents i[dates
.6 Meetings
.5 Organizational process assets updates
4.3
Direct and Manage Project Work 4.5
Monitor and Control Project Work
13.3
Manage Stakeholder Engagement
4.6
Perform Integrated Change Control
Figure 13-7. Control Stakeholder Engagement Data Flow Diagram
5.1.1 Monitor Stakeholder Engagement – Tools and Techniques
1. Data Analysis
• Alternatives analysis. Described in Section 9.2.2.5..
• Root cause analysis. Described in Section 8.2.2.2.
• Stakeholder analysis. Described in Section 13.1.2.3.
2 Decision making
• Multicriteria decision analysis. Described in Section 8.1.2.4.
• Voting. Described in Section 5.2.2.4.
3 Data Representation
• Stakeholder engagement assessment matrix. Described in Section 13.2.2.3.
4 Communication Skills
• Feedback – Described in section 10.2.2.3
• Presentation – Described in section 10.2.2.3
5 Interpersonal and Team Skills

• Active listening. Described in Section 10.2.2.6
• Cultural awareness. Described in Section 10.1.2.6
• Leadership. Described in Section 3.4.4.
• Networking. Described in Section 10.2.2.6
• Political awareness. Described in Section 10.1.2.6. Political awareness is achieved through
understanding the power relationships within and around the project
6. Meetings
Types of meetings include
• status meetings,
• standup meetings,
• retrospectives, and
• any other meetings as agreed upon in the stakeholder engagement plan to monitor and assess
stakeholder engagement levels.
Meetings are no longer limited by face-to-face or voice-to-voice interactions. Teleconferencing and

technology bridge the gap and provide numerous ways to connect and conduct a meeting.
5.1.1 Monitor Stakeholder Engagement – Outputs
1. Work Performance Information
Information about the status of stakeholder engagement, such as the level of current project support and
compared to the desired levels of engagement as defined in the stakeholder engagement assessment
matrix, stakeholder cube, or other tool
2. Change Requests
Analysis of performance data and interactions with stakeholders often generates change requests
3. Project Management Plan Updates

Stakeholder engagement plan. Described in Section 13.2.3.
4. Project Documents Updates

• Stakeholder register Described in Section 13.1.12-13.1.
• Issue log Described in Section 4.3.3.3.
Sample Questions
1. Which of the following identifies the management strategies required to effectively

engage stakeholders?
A. Project Management plan

B. Stakeholder Engagement Plan
C. Organizational Process Assets
D. Stakeholder register
2. Which of the following is true regarding the Plan Stakeholder Engagement Process?
A. Identifies how the project will affect stakeholders

B. Is an iterative process
C. Helps to manage stakeholder expectations
D. All of the above
3. Organizational Process Assets include which of the following?
A. Stakeholder register templates

B. Lessons learned from previous projects or phases
C. Stakeholder registers from previous projects
D. All of the above
4. A tool to evaluate identified options in order to select the options or approaches to use to
execute and perform the work of the project.:
A. Stakeholder Management System

B. Project Management System
C. Alternatives Analysis
D. Risk Management System
5. If a project is the result of a procurement activity or is based on an established contract,

which of the following is true about procurement documents?
A. Agreements ensures that the contractors and suppliers are effectively managed.
B. The Contracting Officer approves any changes to the stakeholder list
C. Suppliers should not be considered as part of the project stakeholder list
D. All of the above
6. Classification models used for stakeholder analysis include all the following except:
A. Power/interest grid
B. Power/influence grid
C. Influence/impact grid
D. Eminence Model
7. Unaware, Resistant, Neutral, Supportive, and Leading are attributes of a:
A. Stakeholder Mapping Matrix

B. Stakeholders Engagement Assessment Matrix
C. Matrix Project Management structure
D. RACI Matrix
8. The Stakeholder Register is an output of which process?
A. Identify Stakeholders
B. Plan Stakeholder Engagement
C. Manage Stakeholder Engagement
D. Monitor Stakeholder Engagement
9. The Stakeholder Register is updated:
A. At the end of each Project phase, or when new stakeholders are identified
B. As information on stakeholders change, or when requested by the Project sponsor
C. During Plan Stakeholder Management, and at the end of each Project phase
D. As information on stakeholders change, when new stakeholders are identified, or if
registered stakeholders are no longer involved in or impacted by the project
10. Which of the following is NOT true regarding the Stakeholder Engagement Plan:
A. Produced by Plan Stakeholder Management and is an input to Manage Stakeholder

Engagement
B. Produced by analyzing needs, interests, and impact to manage expectations
C. Produced by Plan Stakeholder Management and updated by Monitor Stakeholder
Engagement
D. Produced by Identify Stakeholders and input to Plan Stakeholder Engagement
11. Manage Stakeholder Engagement involves activities such as:
A. Engaging stakeholders at appropriate project stages to obtain or confirm their continued

commitment to the success of the project
B. Managing stakeholder expectations through negotiation and communication, ensuring
project goals are achieved
C. Addressing potential concerns that have not yet become issues and anticipating future
problems that may be raised by stakeholders
D. All of the above
12. The Plan Stakeholder Engagement process is:
A. A technique of systematically gathering and analyzing quantitative and qualitative

information to determine whose interests should be considered throughout the project
B. Guided by the Stakeholder Management Plan
C. The process of developing appropriate management strategies to effectively engage
stakeholders throughout the project life cycle
D. Done once at the beginning of the project
13. Name the 4 processes involved in Project Stakeholder Management
A. Identify Stakeholders, Plan Stakeholder Management, Conduct Stakeholder Management,

Control Stakeholder Engagement
B. Identify Stakeholders, Plan Stakeholder Engagement, Manage Stakeholder Engagement,
Monitor Stakeholder Engagement
C. Identify Stakeholders, Plan Stakeholder Management, Conduct Stakeholder Management,
Close Stakeholder Management
D. Identify Stakeholders, Plan Stakeholder Management, Manage Stakeholder Engagement,
Close Stakeholder Management
14. Who is usually responsible for stakeholder management?
A. Project management team

B. Project manager
C. Project team
D. Project sponsor
15. Which of the following stakeholder management processes is considered executing?
A. Monitor Stakeholder Engagement

B. Identify Stakeholders
C. Plan Stakeholder Engagement
D. Manage Stakeholder Engagement
16. Which of the following is NOT an output of the Monitor Stakeholder Engagement
process?
A. Change Requests
B. Work Performance Data
C. Stakeholder register Updates
D. Project Document updates
17. Which of the following statements regarding stakeholder management is true?
A. Refers to managing stakeholders expectations concerning the project

B. Actively engaging stakeholders increases the likelihood that the project will not veer off
track due to unresolved stakeholder issues
C. Is the primary responsibility of the project management team
D. Is not important for helping to ensure the overall success of the project
18. The Power/interest grid is a classification model used in
A. Analytical Techniques
B. Data representation
C. The Stakeholder Register

D. Meetings
19. Which of the following is NOT true regarding the stakeholder engagement plan
A. Helpful in maintaining stakeholder relationships, receive support, and manage expectations

B. Is an input to Manage Stakeholder Engagement
C. Defines what information is distributed to stakeholders
D. None of the above
20. Process of individual participants recording their own ideas before discussing in group,
is known as
A. Brainstorming
B. Survey
C. Brainwriting
D. Brainwiring
21. Which data representation technique suits best for Stakeholder mapping of large complex
communities of stakeholders or where there are complex networks of relationships
within the community.
A. Stakeholder cube
B. Salience model
C. Influence model
D. Power/Interest grid
22. Stakeholder engagement assessment matrix is mainly used for
A. Identify the gap between current and desired engagement levels

B. Only to identify who all are stakeholders
C. Plan communication on basis of stakeholder categories
D. This is optional process as stakeholders are identified at early project stage
Answer Sheet
1. A B C D 16. A B C D
2. A B C D 17. A B C D
3. A B C D 18. A B C D
4. A B C D 19. A B C D
5. A B C D 20. A B C D
6. A B C D 21. A B C D
7. A B C D 22. A B C D
8. A B C D
9. A B C D
10. A B C D
11. A B C D
12. A B C D
13. A B C D
14. A B C D
15. A B C D
Answers
1 B [PMBOK, 6th Edition, 2017, Section 13.2.3.1
2 D [PMBOK, 6th Edition, 2017, Section 13.2
3 D [PMBOK, 6th Edition, 2017, Section 13.1.1.7
4 C [PMBOK, 6th Edition, 2017, Section 13.4.2.1
5 A [PMBOK, 6th Edition, 2017PMBOK, 5th Edition, 2013, Section 13.2.1.4
6 D [PMBOK, 6th Edition, 2017, Section 13.1.2.4
7 B [PMBOK, 6th Edition, 2017, Section 13.2.2.5
8 A [PMBOK, 6th Edition, 2017, Section 13.1
9 D [PMBOK, 6th Edition, 2017, Section, 13.4.3.4
10 D [PMBOK, 6th Edition, 2017, Section 13.1.3
11 D [PMBOK, 6th Edition, 2017, Section 13.3
12 C [PMBOK, 6th Edition, 2017, Section 13.2
13 B [PMBOK, 6th Edition, 201713, Chapter 13 Project Stakeholder Management
14 B [PMBOK, 6th Edition, 2017, Chapter 13 Project Stakeholder Management
15 D [PMBOK, 6th Edition, 2017, Part 2 : Page 556 Executing Process Groups
16 B Work Performance data needs to be analyzed in context to become Work Performance

Information, Section 13.4.3
17 B [PMBOK, 6th Edition, 2017
18 B PMBOK, 6th Edition, 2017, Section 13.1.2.4,
19 D PMBOK, 6th Edition, 2017 Section 13.2.3.1
20 C PMBOK, 6th Edition 2017, section 13.1.2.2
21 B PMBOK, 6th Edition 2017, Section 13.1.2.4
22 A PMBOK, 6th Edition 2017, section 13.2.2.5
PMP Certification Exam Preparation – What did I do wrong?
I would have answered a larger number of questions Number

correctly if I had ___________.
1. Read the question properly and identified the keywords
2. Read the answer properly and identified the keywords
3. Read ALL the answers before answering the question
4. Used a strategy of elimination
5. Known the formula
6. Known the PMBOK® definition
7. Checked the mathematics
8 Used the PMI® rather than my own perspective
9. Reviewed my answer after reading the other questions
10. NOT rushed to finish
Total

Project Stakeholder Management: Pmbok Sixth Edition Based, Version 2.0 in Preparation For PMP Certification Exam

Uploaded by

Document Information

Original Title

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

Project Stakeholder Management: Pmbok Sixth Edition Based, Version 2.0 in Preparation For PMP Certification Exam

Uploaded by

Copyright:

Available Formats

Project Stakeholder Management

PMBOK® Sixth Edition based, Version 2.0

In Preparation for PMP® Certification Exam

IBM Education and Training

Initially Prepared By: Kathy Porter

Study Notes (V1.0) © Copyright IBM Corp. 2002, 2015, 2018

Project Stakeholder Management Study Notes ...................................................................................................... v

Figure 13-1. Overview of

Study Notes (V1.0) © Copyright IBM Corp. 2002, 2015, 2018

Study Notes (V1.0) © Copyright IBM Corp. 2002, 2015, 2018

Project Stakeholder Management Study Notes

Reference Material to Study

Study Notes (V1.0) © Copyright IBM Corp. 2002, 2015, 2018

Study Notes (V1.0) © Copyright IBM Corp. 2002, 2015, 2018

Interaction of Project Management Processes

Figure 13-1. Overview of Project Management Knowledge Areas

Study Notes (V1.0) © Copyright IBM Corp. 2002, 2015, 2018

Project Management Process Groups

Initiating Process Group

Planning Process Group

Study Notes (V1.0) © Copyright IBM Corp. 2002, 2015, 2018

13 Project Stakeholder Management

Trends and emerging practices for Project Stakeholder Management

o Identifying all stakeholders, not just a limited set;

Study Notes (V1.0) © Copyright IBM Corp. 2002, 2015, 2018

CONSIDERATIONS FOR AGILE/ADAPTIVE ENVIRONMENTS

Study Notes (V1.0) © Copyright IBM Corp. 2002, 2015, 2018