Stakeholders Management

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Stakeholder analysis toolkit
1. What is Stakeholder Analysis
It is the identification of a project’s key stakeholders, an assessment of their interests and the ways in which these interests affect the project and its viability. A stakeholder is any person, group or institution with an interest in the project. A stakeholder may not necessarily be involved/included in the decision making process. Stakeholders should be identified in terms of their roles not individual names. A stakeholder need not be directly affected by the project, for example one stakeholder could be a member of staff who will be using a new system that the project will implement, but the students who that member of staff provides a service to could also be stakeholders. Stakeholder analysis results should be recorded carefully – the information can be very sensitive (e.g. a stakeholder may not like to be identified as a blocker). The audience for reporting results of stakeholder analysis must be considered very carefully if it is outside of the Project Board. You should use workshops to carry out the information capture and analyses described below.

2. Why carry out a stakeholder analysis?
Stakeholder Analysis: • Draws out the interests of stakeholders in relation to the project’s objectives – stakeholders who will be directly affected by, or who could directly affect, the project are clearly of greater importance than those who are only indirectly affected; • Identifies actual and potential conflicts of interest – a stakeholder who is vital to your project may have many other priorities and you need to know this so that you can plan how to engage with them; • Identifies viability other than in pure financial terms (e.g. includes social factors) – for example staff who will be using a new system might be worried about the change; • Helps provide an overall picture; • Helps identify relationships between different stakeholders – helping to identify possible coalition.

3. Stakeholder Analysis for Small projects
Stakeholder analysis is not mandatory for Small projects, but it is advised so that you at least consider all those who will be directly affected and think about how the project might be affected by them. The table below is an example of a simple stakeholder analysis. Stakeholder Stake in the project Impact What do we need from them? Perceived attitudes / risks Stakeholder Management Strategy Responsibility

Registrar

Policy and process owner who determines institutional administrative policy and procedures

High

Experienced staff to be involved in user group and user acceptance testing. Commitment to implementing change.

Lack of clarity about preferred approach. Views project team as too technically oriented.

Involvement in Project Steering Board, Regular updating meeting with project leader.

Project Manager

Stakeholder Analysis toolkit (v2)

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Stakeholder

Stake in the project

Impact

What do we need from them?

Perceived attitudes / risks

Stakeholder Management Strategy

Responsibility

Faculty Managers

Manages School Medium Commitment to admin staff who implementing will operate the change. new system at local level and academic staff who will indirectly input and directly extract data High Contribute to system and process design and testing.

Lack of interest in project.

Involvement in Registrar and briefing sessions Project at quarterly Sponsor School meetings.

Admin Staff Will operate new system

Concern about increased workload. Worried about what training they will receive.

Involvement in user groups.

Project Team

Having identified stakeholders and the management strategy for them, you should ensure your project plan includes those management activities. Having carried out the initial analysis, this should be revisited regularly throughout the project both as a reminder that stakeholder positions can change, so the management strategy may have to alter, and that...
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