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There are tables and tools provided here that you are to use to visually illustrate your engagement plan. They do not make up part of the word count and so you are required to provide the additional discussion expanding on what the tables suggest about your plan.

  1. Develop a stakeholder analysis for your example project. Identify as many stakeholders as you can using the example of Exhibit 5.3. List stakeholders by name and title where possible. Then prioritize the listed stakeholders as example of Exhibit 5.4. Be very specific regarding what each stakeholder is interested in. Recognize some stakeholders may have an interest in multiple aspects of the project process or results. Create a Stakeholder Matrix (register) as example of Exhibit 5.6.
  2. Describe the activities you are using to build relationships both within your core team and with other stakeholders. Create a project decision-making guide for your project as example of Exhibit 5.7. List specific examples of decisions to the extent you can.
  3. Create a stakeholder engagement assessment matrix as example of Exhibit 5.8.
  4. Develop a communications matrix for your project as example of Exhibit 5.11. Be sure to use considerations in Exhibit 5.10 for ideas regarding purpose, structure, method, and timing for each communication need.
  5. Document a project meeting with an advance agenda, meeting minutes, issues log, and Plus Delta form of evaluation like Exhibits 5.13 through 5.16. As you are not actually hosting the meeting, this is more of a role play whereby you anticipate whom would be involved and what issues such meetings might bring up.

1. Stakeholder Analysis

This particular project deals with the construction of a local hospital building in Australia. The project includes the development of appropriate plan, design and construction of the hospital building.

This report, deals with the identification and analysis of the stakeholders associated with the construction project. The identification of the potential stakeholders helps in determining the appropriate resources and expectation of the stakeholders from the construction of the hospital building.

The stakeholder identification matrix helps in evaluating and identification of the people who are directly and indirectly associated or impacted by the construction of the hospital building project. In this project, the stakeholder has been identified based on their association from within the internal or external area of hospital construction building.  

Examples of Project Stakeholders

Internal

External

Affected by Project Process

Sponsor (Garrett R. Amundson);

Government (Australian Government)

Owner (David J. Green);

Insurance Agencies (Joshua E. Bourdeau)

Project Manager (Beatrice M. Griffith); 

Electrical and Plumbing Services (Dennis S. Bunn)

Hospital Administrator (Lisa T. Harrison);

Planning Team (Carlton L. Cornwell);

Construction Team (Jeffery A. Sanders)

Financial Team (Jennifer S. Russell);

Affected By Project Result

Doctors

Public

Nurses

NGOs (Arthur D. Ealy)

Hospital Staffs

Medical Equipments Providers

The stakeholder priority matrix helps in evaluating the impact and association of the identified stakeholder with the hospital building construction project. The below table represents the power, influence, interest and impact of the stakeholder for the hospital construction.

Stakeholder Identification and Prioritization Matrix

Sponsor

Owner

Project Manager

Hospital Administrator

Planning Team

Construction Team

Financial Team

Government

Insurance Agencies

Electrical and Plumbing Services

Doctors

Nurses

Hospital Staffs

Public

NGOs

Medical Equipments Providers

What is Important to the Stakeholder

 Provided the financial amount required for the developing the construction of the hospital.

 The owner of the project has initiated the project for developing the local hospital.

 The project manager is responsible for developing and managing the project within the allocated financial budget and time limit.

 The hospital administrator provides the detailed information for evaluating the requirement of the local hospital.

 The planning team provided detailed plan for structural and construction plan for the local hospital.

 The construction team develops the construction and structural element of the proposed hospital.  

 The financial team associated with the project develops the financial plan and allocation for construction of the hospital.

 The government has provided sponsor and partial financial budget for project completion.

 The insurance company helps in providing regulatory business and licenses for the hospital.

Develops the electrical plan and implement the appropriate electrical and plumbing design for the hospital.

 The doctors provide medical treatment to the patients.

 The nurses provide medical care to the patients admitted to the local hospital.   

 The hospital staffs provide attention to the medical equipments used during treatment.  

The public is provided access to quality and standard medical treatment and care 

 The NGOs are affected by the affordable and quality medical treatment for the people in need.

Provides medical equipment to the hospital in need.

Power

5

5

5

3

4

5

4

5

4

3

3

2

2

4

4

3

Interest

5

5

4

5

3

3

3

5

3

2

2

2

2

3

2

3

Influence

5

5

5

5

4

3

3

5

2

2

1

1

1

1

1

3

Impact

4

5

4

4

4

3

3

5

3

2

1

1

1

1

1

2

Urgency

5

5

5

5

4

3

3

5

2

2

1

1

1

1

1

2

Legitimacy

5

5

5

5

4

4

4

5

2

2

1

1

1

1

1

2

Total

25

25

20

15

12

15

12

25

12

6

6

4

4

12

8

9

Priority (Key or Other)

High

High

High

High

Medium

High

Medium

High

Medium

Medium

Medium

Low

Low

Medium

Medium

Medium

The stakeholder register helps in investigating and highlighting the priority and interest of the stakeholders associated with the hospital construction. In the below matrix, the support and mitigation strategies used by the stakeholders for the hospital construction has been demonstrated.

Alternative Breaks Project Stakeholder Matrix

Stakeholder

Interest in the Project

Priority

Support / Mitigation Strategies

Sponsor

Providing Financial Budget for the Hospital

High

Supports the hospital construction

Owner

Initiates the plan for hotel construction

High

Supports the hospital construction

Project Manager

Success for timely construction and effective management

High

Guidance and constant improvement

Hospital Administrator

Success for providing information for the developing the plan and medical requirement of the hospital

High

Supports the hospital construction

Planning Team

Success for developing the appropriate plan and structural design for the hospital

Medium

Assist in completing the construction work

Construction Team

Success for completing the construction activities within the allocated time

High

Assist in completing the construction work

Financial Team

Success appropriate allocation and budget estimation for the hospital project

Medium

Developing budget plan and allocation for the hospital

Government

Success for establishment for the hospital construction

High

Supports the hospital construction

Insurance Agencies

Success for providing insurance for the hospital building

Medium

Supports the hospital construction

Electrical and Plumbing Services

Success for efficiently implementing the electrical and plumbing design for the hospital

Medium

develop appropriate design for the construction

Doctors

Hospital  Construction Project facilitates medical treatment

Medium

Provides medical treatment to the patients

Nurses

Hospital  Construction Project facilitates medical treatment

Low

supports the medical treatment

Hospital Staffs

Hospital  Construction Project facilitates medical treatment

Low

supports the medical treatment

Public

Hospital  Construction Project facilitates medical treatment

Medium

allows the public to get medical treatment

NGOs

Success for providing standard medical treatment to the patients and poor

Medium

allows the public to get medical treatment

Medical Equipments Providers

Uses for providing appropriate and effective medical equipments for the hospital

Medium

Supports the hospital construction

In this project, the development of the construction schedule and development activities has been used for developing the build relationship among the team members.

Project Decision Making Guide

Person / Method

When

Sponsor Decides

In case of risks identifies and need for significant modification in the construction plan.

Owner Decides

in case of over budget or delay of the construction project progress

Project Manager Plans

throughout the entire time schedule for the hospital construction project

Hospital Administrator Decides

during the initiation period for the hospital construction project, the plan and requirement

Planning Team consensus

During the construction planning and structural drawing of the hotel construction

Construction Team consensus

While conducting the construction period for the hospital building.

Financial Team consensus

While developing the budget prediction analysis for the hospital construction

Government Decides

in case of additional financial budget requirement or change in scope for the hospital construction

Insurance Agencies Provides

approval for conducting the construction of the project

Electrical and Plumbing Services

while developing the plan for installing the electrical and plumbing services for the hospital building

Doctors gains access

for providing medical assistance and treatment to the people

Nurses gains access

for providing medical assistance and treatment to the people

Hospital Staffs  gains access

for providing medical assistance and treatment to the people

Public gains access

gains access for medical treatment from the constructed hospital

NGOs gains access

gains access for medical treatment from the constructed hospital

Medical Equipments Providers Recommends

provide assistance by providing medical equipments to the hospital

The stakeholder engagement assessment matrix provides the evaluation for the various association level for the identified stakeholder in the project. In this project, the level of association has been identified based on five different levels including leading for defining active engagement and significant impact. The supportive for determining the awareness and engagement for changing project plan. The neutral showed that the stakeholder are neither resistant neither supportive. On the other hand, the resistant is used for defining that the stakeholder are resistant to change and unaware showed that the identified stakeholders are unaware of the activities in the construction project.

Stakeholders

Unaware

Resistant

Neutral

Supportive

Leading

Sponsor

C

Owner

C

Project Manager

C

D

Hospital Administrator

C

D

Planning Team

C,D

Construction Team

C,D

Financial Team

C,D

Government

C,D

Insurance Agencies

C,D

Electrical and Plumbing Services

C

Doctors

C,D

Nurses

C,D

Hospital Staffs

C,D

Public

C,D

NGOs

C,D

Medical Equipments Providers

C,D

The communication matrix helps in developing a appropriate plan for defining the process, method and timing that needs to be followed for sharing of the information.

Stakeholder

Learn From

Share With

Timing

Method

Owner

Sponsor

Experience

Project Manager

At the project initiation phase

Meetings

Sponsor

Owner

Experience

Project Manager

At the project initiation phase

Meetings

Owner

Project Manager

Needs and project requirement

Project Manager

Once a week

Meetings

Project Manager

Hospital Administrator

Owner expectation

Sponsor and Owner

Twice a week

Meetings, Email, Voice

Project Manager

Planning Team

Risks and project requirement

Project Manager

Twice a week

Meetings, Email, Voice, Bulletin Board

Project Manager

Construction Team

Risks and construction requirements

Project Manager

Twice a week

Meetings, Email, Voice, Bulletin Board

Project Manager

Financial Team

Experience, study and analysis

Project Manager

Whenever Required

Meetings, Email, Voice, Bulletin Board

Project Manager

Government

Concern

Owner

Whenever Required

Meetings, Email, Voice

Project Manager

Insurance Agencies

Concern, governmental laws and project needs

Project Manager

Whenever Required

Meetings, Email, Voice

Project Manager

Electrical and Plumbing Services

Construction needs and implementation strategies

Project Manager

Twice a week

Meetings, Email, Voice, Bulletin Board

Project Manager

Doctors

N/A

N/A

N/A

N/A

N/A

Nurses

N/A

N/A

N/A

N/A

N/A

Hospital Staffs

N/A

N/A

N/A

N/A

N/A

Public

N/A

N/A

N/A

N/A

N/A

NGOs

N/A

N/A

N/A

N/A

N/A

Medical Equipments Providers

N/A

N/A

N/A

N/A

N/A

The project agenda is used to show the particular need and outcome from the meetings conducted. The project minutes provides the documented format of the meetings.

Project Team: Financial Team

Date: 10/6/2017

Time: 15:30 hours

Place: Meeting Room 3

PURPOSE:

to provide solution for over budget of the project 

Topic

Person

Time

identifying the tasks having over budget

Matthew Barraclough

10 mins

Crashing the project

Ruby Harries

14 mins

solution for reducing cost

Aidan Porteus

8 mins

Project Team: Financial Team    Date: 10/6/2017   Time: 15:30 hours  Place: Meeting Room 3

Members Present: Financial Team, and Project Manager

Decision Made: Some of the activities in the construction critical path will be made parallel to reduce the time of cost, hence reducing the cost.

Issue Log: Crashing of the project critical activities has been made successful

Resolves Issue: The clarification and approval for extra cost for constructing the hospital project construction has not been resolved.

New Issue: Gaining approval for the

Identifying the tasks has caused additional financial resource.

Project Manager

26/10/2017

The meeting issue log identifies the issue that has been resolved during the meetings and new issues that has been identified for the construction of hotel.

Meeting Open Issue

Name

date Opened

Originator

Potential Impact

Progress

Gaining approval for additional budget for completion of hospital construction

27-Oct

Project Manager

The Construction Of The Hospital Will Be Delayed

Ongoing

Closed Issue

Name

date Opened

Originator

How Resolved

Date Closed

Reducing the completion time for reducing the budget

25-Oct

Construction team

The critical path has been successfully crashed

27-Oct

The application of the Plus Delta Evaluation method helps in capturing the ideas and information obtained from the meetings that can be utilized in later phase of the project. In the used template the plus sign indicates that activities and ideas have worked and delta symbol indicates what ideas and activities could have been improved.

What Worked

What Could Be Improved

Ideas for shortening the construction schedule for reducing the cost

Late identification of the activities consuming more budget

Identification of the activities that are left to be done in the hospital construction project

Proper prediction for allocation and need of financial resources

Efficiently allocating the remaining financial resources to the remaining construction work

Proper management and monitoring of the construction activities

Conclusion 

This report has been successful in identifying and conducting analysis of the stakeholders associated with the construction of the hospital building. The activities identified in this report has allowed in defining the particular process for communication. Furthermore, this report has been able to highlight the detailed information required for managing the stakeholders associated with the construction of the hospital building.

References

Boud, D., Cohen, R. and Sampson, J. eds., 2014. Peer learning in higher education: Learning from and with each other. Routledge.

Burke, R., 2013. Project management: planning and control techniques. New Jersey, USA.

Kerzner, H., 2013. Project management: a systems approach to planning, scheduling, and controlling. John Wiley & Sons.

Larson, E.W. and Gray, C., 2013. Project Management: The Managerial Process with MS Project. McGraw-Hill.

Mir, F.A. and Pinnington, A.H., 2014. Exploring the value of project management: linking project management performance and project success. International journal of project management, 32(2), pp.202-217.

Nicholas, J.M. and Steyn, H., 2017. Project management for engineering, business and technology. Taylor & Francis.

Phillips, J., 2013. PMP, Project Management Professional (Certification Study Guides). McGraw-Hill Osborne Media.

Schwalbe, K., 2015. Information technology project management. Cengage Learning.

Verzuh, E., 2015. The fast forward MBA in project management. John Wiley & Sons.

Walker, A., 2015. Project management in construction. John Wiley & Sons.

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