Reference no: EM132841503 , Length: word count:2800

BSBPMG538 Manage Project Stakeholder Engagement - South Sydney College

ASSESSMENT TASK 1

Questions

Provide answers to all of the questions below:
1. Describe the concept of a stakeholder in a project and give three examples of project stakeholders.
2. Review the following scenario and then complete the table.
A company decides to contract a website developer to build a new website. A number of suppliers will be approached for quotes. The company has no previous website as it is a new business. The company consists of a Board of Directors, a CEO and five other staff.
3. Complete the table by describing the following levels of stakeholder engagement and for each level describe at least two methods of engaging stakeholders.
4. Describe three stakeholder engagement approaches.
5. Explain the concept of the salience model and its relationship to stakeholder engagement and analysis.
6. Explain the concept of the power/interest grid and its relationship to stakeholder engagement and analysis.
7. Explain how to review performance of project team members throughout the lifecycle of a project.

ASSESSMENT TASK 2 - PROJECT PORTFOLIO

Activities
Complete the following activities:
1. Carefully read the following:
This project requires you to manage project stakeholder engagements on at least two occasions.
You will be required to:
• develop and implement a stakeholder engagement plan
• implement a range of appropriate stakeholder communication mechanisms and manage the engagement of two different stakeholder groups on different occasions; and
• demonstrate team leadership for the project teams and stakeholders.
This project can be based on a real or simulated project depending on your mode of study and if you have an appropriate workplace or project to base the assessment on. If not, you can make use of the simulated project in the Simulation Pack provided for this unit.
It's important that if you have the opportunity to base this assessment on a real business and project and that it has project management policies and procedures and a project scope document. Speak to your assessor to get approval if this is the case.
Vocational education and training is all about gaining and developing practical skills that are industry relevant and that can help you to succeed in your chosen career. For this reason, basing your project on a real project from your workplace (if this is suitable and relevant) will mean that you are applying your knowledge and skills in a relevant, practical and meaningful way!
You will also need to seek input from team mates several times. Fellow students or your assessor can be involved in these meetings and play the roles of process stakeholders as relevant, if using the simulated projects.
You will be collecting evidence for this unit in a Project Portfolio. The steps you need to take are outlined below. Before you begin, complete page 4 of your Project Portfolio.

2. Develop a Project Stakeholder Management Plan.
Read through the requirements of Sections 1 and 2 of your Project Portfolio as well as the necessary background project information and the relevant policies and procedures of the business (use the Simulation Pack if working with the case study).
Based on your review you are required to develop a Stakeholder Management Plan for stakeholder engagement.
Your Stakeholder Management Plan should:
• Identify stakeholders relevant to the project and its objectives. Describe each of the stakeholders including their likely and differing interests in the project. You will be focusing on two major stakeholder groups but need to include information for other stakeholders also. Follow the guidance in your Project Portfolio.
• Identify and describe suitable forms of engagement with stakeholders and based on their communication needs.
• Outline the knowledge management system you will use to capture team progress, insights and experiences (you can select one of your choice if using the Simulation)
• Include all team roles and responsibilities in relation to stakeholder engagement. Ensure a role is allocated to each of the team members consistent with their job role and the type of stakeholder engagement you identify.
You are to develop this plan in Section 1 of your Project Portfolio.

3. Meet with stakeholder group 1
You are now required to meet with the stakeholder group, management, to get approval for your plan (management will be role played by your assessor).
Discuss the plan and make sure that the communication process and channels you have developed plans for suits the management team. Discuss the project content, forms of engagement with other stakeholders and the budget and timeline you have planned for.

During the meeting, you will be required to demonstrate effective communication skills including:
• speaking clearly and concisely
• using non-verbal communication to assist with understanding
• asking questions to identify required information
• responding to questions as required
• using active listening techniques to confirm understanding.
If your assessor provides you with any feedback or requests changes, make these after the meeting by updating your portfolio.

4. Develop training for project team members
Management has approved your plan. Assume you have been asked by management to support development of your team members' interpersonal skills in effective stakeholder engagement, as well as to be clear about behavioural expectations throughout the life of the project, focusing on conflict management.
Prepare a 15-minute training session on conflict resolution techniques and procedures that you will hold during the next activity step. You will need to develop PowerPoint slides or similar to accompany the conflict management training session. You must also find an interesting short video (maximum 10 minutes) on conflict management to add interest to your presentation.
Your presentation must address, as a minimum:
• Introduction to conflict
• Common sources of conflict in the workplace
• Preventative strategies for alleviating or eliminating conflict
• Techniques for handling conflict
Attach your training presentation to Section 1 of your Portfolio.

5. Meet with stakeholder group 2
You are now required to hold a meeting with staff to review the Stakeholder Management Plan and allocate team roles and responsibilities in relation to stakeholder management, as well as deliver the conflict management training.
This meeting should last for at least 20 minutes but not longer than 30 minutes.
Begin the meeting by summarising the information in your Stakeholder Management Plan. Encourage discussion and ask for feedback on your plan. Ensure team roles and responsibilities are discussed and agreed on.
Then provide your training on conflict management.
Close the meeting with a summary of the meeting attendees' feedback and thank them for their participation.
During the meeting, you will be required to demonstrate effective communication skills including:
• Speaking clearly and concisely
• Using non-verbal communication to assist with understanding
• Asking questions to identify required information
• Responding to questions as required
• Using active listening techniques to confirm understanding

6. Communicate with other stakeholders
Complete one of the stakeholder consultation activities you have planned for in relation to communication with other stakeholders.
This could include developing a survey, conducting interviews or some other means of communication you have identified as matching the needs of certain stakeholders.
Work into Section 2 of your Project Portfolio to provide evidence of this and attach supporting documents as needed.

7. Write a project status report
As part of your role, you are to review and analyse progress reports in order to assess performance and to openly communicate this information to relevant stakeholders.
If using the case study, progress reports for each team member have been included in the Simulation Pack.
You are also required to identify and address any variances and develop a project status report.
Your project status report should summarise key information from the progress reports, as well as an analysis of the data provided. Your report should include:
• Summary of progress reports and issues arising from them
• Stakeholder engagement issues
• Variances in reporting
• Recommendations for change, including development needs of team members to support stakeholder engagement.
You can develop this in a template of your choice, or use one as relevant to your workplace if applicable. It should have space for the information that you receive, and for your comments as set out in the above bullet points.
Attach this to Section 2 of your Project Portfolio.

8. Investigate training opportunities
After reviewing performance, investigate training opportunities for someone in the team who requires additional support.
Identify at least three suitable opportunities identifying:
• Content of the opportunity
• Date and timing of the opportunity
• Cost of the opportunity.
Continue working into Section 2 of your Portfolio to record this information.

9. Submit your completed Project Portfolio

Attachment:- Manage Project Stakeholder Engagement.rar