QuestionSupporting Material – Stakeholder ManagementCASE STUDYAs a result of a cabinet reshuffle, the department that you work for is going to increase in size and pick up some functions previously handled by someone else. In keeping with this, a group that performs a similar function to yours but for another department is to be integrated to be within your division. To achieve some economies of scale and re-skilling outcomes they will need to be moved from their current worksite (on the other side of the city) and relocated onto the same floor as your current workgroup.While your workgroup is fairly advanced in the use of computer systems, the new group generally keeps a lot of paper records and is not. In spite of this, they do have 8 new computers and it is required that these make the journey as well. As a result of their processes, they maintain a huge number of filing cabinets, which they claim will need to be moved with them if they are to move. Your manager however does not believe this. They seem reluctant and you know it is very little (if any) space available on your current floor for filing cabinets although you do have room for the required number of workstations.Your manager has asked you to manage the integration of this group of 30 people including any “upskilling” required for them to use your work systems. She tells you that she is really counting on you because it is intended that the Minister will come and speak at the opening of the fully integrated department to show the value of retraining and that this has been scheduled with his office to occur in 16 weeks time.There will be a full media press conference after the opening.You have been given a budget of $160,000 to implement the plan but been have been told to make representations to your management if you need additional funds.The human resource department has told you that they are “here to help you” if you need any advice and there is a buildings group that can help you with the installation of workstations and computers.Who are the stakeholders in this project? Make a list of them all.Now see if you can divide this list into the different types of stakeholders according to how they may impact on your project. So, for this you will need to identify who will be supportive and not and who are really needed on side to get this project completed successfully – so who is important to the project.Now use the information you have gathered in questions 1 & 2 to draw-up a stakeholder table like the one we discussed in the tutorial (you can find a template on the last page of this document).List the stakeholder in the first column, the stakeholder interest in the project in the second column, the assessment of impact in the third and the potential strategy you could use on this stakeholder for obtaining support and/or reducing obstacles.a. Then finally see if you can use the circle technique we looked at in the tutorial (and that is reproduced over the page) to identify and map into the circles of importance & supportive?Map them into the circles.What strategies could you employ to better manage these stakeholders?Inner Circle -Crucial. Stakeholder is critical to the success of the project. The project will fail unless this person pushes both up, down and across the management structure to get resources, funding, and the support of other areas. When the project goes live, this person may be one of those who will live with the outcome. Failure of the project will have a detrimental impact on their career. The Sponsor typically fits in this group.Second Circle- Significant. These people have a significant impact on the project, and are probably full time, or nearly full-time contributors. They might have specialist knowledge that would be difficult to obtain elsewhere. They could also be end users of the output of the project. If the project does not produce a successful outcome, their role may be adversely affected.Third Circle -Interested. Stakeholders who have an interest in the project, but not a major contributor. They may have some input in the design or requirements and may be users of the final product. Their role in the organisation is not one of decision maker in any major aspect of the project.Fourth Circle – Involved. These are people who are involved on the periphery. They may have an interest in the project as someone who will be impacted either upstream or downstream of the process which is the focus of the project. They might also be involved in aspects of the project such as a project office, or audit function. Their input is likely to be advisory rather than directive. Outside the Circle. This area is for everyone else. That is, people who may be curious about the project, but who will not be impacted by the project. Their interest is just curiosity. Stakeholder Support Press Gang Luke Warm AlliesFanatics… Show moreInner Circle -Fanatical. These people are almost fanatical about the project. They will do whatever they can do, or whatever they are asked to do. They promote the project at every opportunity and are available on short notice to assist in any capacity. They see the project as a personal goal and no matter how big or small their role, they will give 110% to achieve success. Typically, they are highly motivated within their job, and have a record of successfully completing tasks.Second Circle-Allies. Allies are people who are not constantly and proactively supporting the project but will support the project when needed. Typically, they are willing to help when asked, but they do need to be asked. They probably have competing demands on their time and will support this initiative when time permits, or when they are pressured to devote more than a fair share of their time to the project.Third Circle -Luke Warm. Luke warm supporters will provide some support but are not enthusiastic about the project. At best they see it as a necessary evil which needs to be done, but which is a bit of a nuisance. If you really push them, they will support you, but you need to be out making them feel comfortable or you will lose them. They are hard work but can usually be relied upon in the end to support you.Fourth Circle -Press Gang. In the tradition of press ganging people to serve on sailing ships by getting them drunk and when they wake up they are at sea; these people are involuntary supporters. They have been dragged into the project, and consequently need to support it. They might rather be somewhere else but will reluctantly give some support.Those who are not supportive of the project are outside the fourth ring. Stakeholder Impact MappingInner Circle:Insert/describe an issue or problemMiddle Circle (Direct):Write in names of work areas or units that have contributed to the issue/problem and/or who are directly impacted by it.Outer Circle (Secondary):Write in names of work area or units that are next involved or impacted on. These people/units will also need to be consulted during the project.SStakeholder Needs AnalysisUse this template to identify areas, groups or individuals affected by, or that may participate in the project. Include everyone who has a vested interest in the project. A useful question to ask when analysing stakeholder needs is “What will make this Project a success for you?”StNameWork AreaStakeholder Type(e.g. client, end-user)Impact by/on projectRequirementsSuccess CriteriaBusinessManagementProject Management M S 888
