Project meeting with stakeholders.

BSBPMG522 Undertake Project Work Assessment

Answered

You have determined that to start this project you need to set up a meeting with key internal stakeholders. You decide to do some preparation before the meeting by answering the following questions:

1. Identify four stakeholders (Roles &/or Job Titles) who you would invite to your first meeting.

2. Outline the requirements and/or questions that each of these stakeholders are likely to have in relation to the new equipment upgrade.

3. You will require the stakeholders to support the project. For each of your invited stakeholders outline two requirements.

4. Prepare a meeting agenda based on your response to questions 1, 2 and 3 above.

Part 2

You will also need to meet with external stakeholders. You prepare some material before meeting with them:

1. Identify four separate stakeholders (Roles &/or Job Titles) and develop a list of two issues or concerns each of them are likely to have (total of eight).

2. Prepare a response to two of these issues/concerns.

Part 3

As part of your initial assessment of this project, you prepare a project scoping document for your general manager. In your submission briefly cover the following:

· the project goal

· what is to be achieved

· how is it to be achieved

· who will achieve it

· when it will be achieved

with what resources it will be achieved

Answer

Project stakeholders are directly and indirectly related with the any project. Stakeholders obtain benefits from a project (Ponnappa, 2014). They have also specific interest related to the project. Their concerns, priorities and expectations are different to each other. Stakeholders are mainly two types. Here, the internal stakeholders are as follows:

Internal Stakeholders	Roles
Shareholders	Shareholders are the important internal stakeholders of an organization. They provide fund in the project to get good return (Randolph, 2014).
Project Team	Project team is mainly responsible for developing and implementing the project (Indelicato, 2013). They carry out all activities required to complete the project within time and budget.
Senior Management	Senior management is responsible for approving the project (Heagney, 2012). Without their approval, project cannot be commenced.
Functional Manager	Functional managers are also directly related with the project. Functional manager offers their staff to take part in the project (Cooke, Tate and Cooke, 2011).

Shareholders should be invited in first meeting because fund will come from them.

1.2

Internal Stakeholders	Importance
Shareholders	To identify whether shareholders agreed with the project or not (Gido and Clements, 2012).
Project Team	Project team is responsible for the main part of the project.
Senior Management	Senior management responsible for planning and formulating the strategy.
Functional Manager	Functional manager help in completing different functional activities related to the project.

1.3

Internal Stakeholders	Requirements
Shareholders	According to law, the decision of shareholders is necessary for upgrading new system. Secondly, shareholders are required for financing purpose (Clements and Gido, 2012).
Project Team	The activities of a project will be done by the project team. Their objective to complete the entire task within the stipulated time covering all the tasks.
Senior Management	Senior management provides the decision whether to start the project or not after analyzing the entire thing of the project. Senior management also formulates the strategy regarding the project.
Functional Manager	Certain number of manpower is required for completing task. Functional manager provides the manpower and supervise them for doing the task of the project.

1.4

Date: 20.10.2015

Time: 09:00 am

Location: Conference Room

Expected Participants: Shareholders, Project Team, Senior Management and Functional Manager

Agenda Items
Item	Time	Topic
1	9:00 am – 9:10 am	Opening session
2	9:10 am - 10:00 am	Presentation of entire project by CEO
3	10:00 am – 12:00 am	Question and answers session
4	12:00 pm – 1:00 pm	Discussion on issues
5	1:00 pm – 1:05 pm	Agreement on date for follow-up meeting
6	1:05 pm – 1:10 pm	Closing session

Part 2

External Stakeholders	Roles
Clients or Customers	The purpose of the project is to fulfill the requirement of the customers (Morris, 2013).
Suppliers	Suppliers provide the instruments and equipment required for new project (Silvius, 2012).
Government Representative	The permission of government is also vital for implementing new project (Malinowski, 2011).
General Public	General public is also linked with the new project. General public will get the benefit from the new project (Gasik, 2011).