Outline

Stakeholder Planning (Overview)

Project Requirements Document
Work Breakdown Structure
Activity List
Project Milestones
Activity-Based Schedule
 Planning Phase- Introduction to
Stakeholders Planning
• The two main steps when planning for project stakeholders are:
• 1. Create the stakeholder register
• 2. Create the stakeholder engagement plan

Project
Managers Suppliers
sponsor

project
Customers Government
manager

interest
project team Employees
groups
 Step 1- What are the Characteristics
of the Stakeholders?
• The list of stakeholders in the project charter is expanded in the planning stage
and each stakeholder’s level of power, support, and interest in the project are
assessed.

• For stakeholders, power relates to the stakeholders’ ability to positively or

negatively affect the project (Barrett, 2021).

• For example: CEO of a company,

project sponsor,
an expert in a field
 Step 1- What are the Characteristics
of the Stakeholders?
• The level of engagement that a stakeholder has with the project corresponds to
his or her interest
• Examples of stakeholders with higher level of interest:
- Project sponsor
- Project team members
- client

Other examples?
 Step 1- What are the Characteristics
of the Stakeholders?
• The assistance provided by the stakeholder to the project corresponds
to their level of support.
• For example: a project sponsor will show a significant level of support in
solving an issue.
• Government regulatory agencies maybe indifferent
• Activist group may be unsupportive (how?)

Other examples?
 Step 1- What are the Characteristics
of the Stakeholders
• The template for the stakeholder register

Stakeholder Register
Project Name Project Name : ……………………………..
Name Project Role Level of Power Level of Interest Level of Support

Name of the High or low High or low Supportive, neutral,

person unsupportive
 Step 2 – How Should We Engage
With The Stakeholders
The second step deals with maintaining relationships with the
stakeholders.

Meet Requirements Pay Close Attention

Monitor Provide Information

High
Stakeholder

Low High
Power
Low

Stakeholder Interest

The decision selected from this table regarding a stakeholder is needed in

creating the stakeholder engagement plan
 Step 2 – How Should We Engage
With The Stakeholders
(High Power – Low interest) Meet Requirements
Given their high degree of power, they are also important. Their low level
of interest means the PM’s priority is to understand this stakeholder’s
requirements and ensure they are met.

(Low Power – Low interest) Monitor

No action is required other than to periodically monitor the stakeholder in
order to detect any change in power or interest.
 Step 2 – How Should We Engage
With The Stakeholders
(High Power-High Interest) Pay Close Attention
Since these are key players in the project, the PM must pay close attention
and attempt to build as strong a relationship as possible with this
stakeholder.

(Low Power – High Interest) Provide Information

Such stakeholders should be provided with information that keep them
well informed.
 Step 2 – How Should We Engage
With The Stakeholders
The level of support from each stakeholder is also an important aspect
when developing the Stakeholder Engagement Plan.
The project manager should strive to increase the level of stakeholder
support.
Stakeholder Engagement Plan
High

Project Name Project Name : ……………………………..

Name About the Stakeholder How to Engage the Stakeholder

Name of the Background and (Include one)

person characteristics of the Pay close attention
stakeholder Meet requirements
Provide information
Monitor
(provide details of approach to be taken to
ensure effective engagement)
 Scope Planning
Project Scope
- Project requirement
- Project production – Project scope statement
- Work Breakdown Structure
Gathering of project requirements allows a project team to understand the
needs and wants of the project sponsor.
When documenting project requirements, it is often useful to separate the
requirements into categories such as:

1. Functional requirements
2. Performance requirements
3. Technical requirements
 Scope Planning
The Work Breakdown
Structure
organizes the
deliverables into a
hierarchy.
Project Level 1
The project itself is at
the top of a WBS and is
known as Level 1.
Level 2
The project may be
divided into smaller 1. Deliverable 2. Deliverable 3. Deliverable
pieces (deliverables)
shown in Level 2.
1.1 Deliverable 2.1 Deliverable 3.1 Deliverable
(work package) (work package) (work package)
Level 3
1.2 Deliverable 2.2 Deliverable 3.2 Deliverable
(work package) (work package) (work package)

2.3 Deliverable
(work package)
 Scope Planning
The deliverables in Level 2 may be further divided into smaller
deliverables in Level 3.
The deliverables that can no longer be divided are called Work
Packages.
Each level is equivalent to the level above.

Note: The WBS may also be displayed in list format.

In addition, Activities are not included in WBS (falls under project
schedule).
 Activities of a Project
• Activities refer to the actions of the work packages (deliverable that cannot be
further decomposed).
Criteria used to determine the number of activities:
• Each activity should be clear. If unclear, additional sub-activities may be
required.

• The duration of each activity should be moderate and not too long (e.g. 30 days
– a challenge to manage if work is complex) or too short (e.g. 10 minutes – too
many activities).

• An identifiable person or group should be responsible for the completion of an

activity.
 Activities of the Project
Activity List
Project Name Project Name : ……………………………..
Work Package Activity Duration HR
Requirement
Name of the Name of Duration of the Description of
work package the activity activity the human
resources
required to
complete the
activity
 Project Milestones
Milestones are important events that happen during the course of a project.
Milestones are not considered as activities that are measured by the duration and
work involved; rather, they are considered as indicators that something significant
has been completed during the project.
The project’s milestones are documented in a milestone-based schedule template :

Milestone-Based Schedule
Project Name Project Name : ……………………………..
Milestone Date
Name of the [Date of the Milestone]
person

Milestone-based schedules are simple to use and understand. They can also be
easily accessed and will likely require minimal update during the project.
Since they do not contain activities, they will need to be managed outside of the
schedule.
 Activity-Based Schedule
The activity based schedule contains the project’s activities and includes
information such as the duration, start date, and end date of each activity.

The information about the activities is documented in an activity-based

schedule.
High

Activity-Based Schedule
Project Name Project Name : ……………………………..
Activity Duration Start Date End Date
[Name of the phase]
[Name of the Activity] [Duration of the activity] [Start date of the activity] [End date of the activity]

[Name of the phase]

[Name of the Activity] [Duration of the activity] [Start date of the activity] [End date of the activity]
 Creating Gantt Chart
Go to teamgantt.com and click on “Try Free” to fill in your details.
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 Creating Gantt Chart
• Click on “new project”, create your project and click
on the created link.
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 Creating Gantt Chart
• Once you click on the project created, the page
below appears – click on Gantt,
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Note: videos on the steps to create

a Gantt chart are shown on the right
 Creating Gantt Chart -
• Fill the left side of the chart
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Click to create a Click to assign activity to

milestone individuals
Click to create a phase –
Click to create heading for a group of
an activity activities
 Creating Gantt Chart -
• Fill the left side of the chart – Assign stakeholder
and progress (percentage completed)
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Click to assign
stakeholder responsible Click to indicate the
for the task percentage of the activity
completed
 Creating Gantt Chart -
• Fill the right side of the chart – Move cursor to draw
bars that correspond to durations.
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Drag the ends of the bar to

increase or the decrease the
duration. The bar may also be
moved by clicking and dragging
the bar.
 Creating Gantt Chart -
• Fill the right side of the chart – click on the black dot
adjacent the bar to create task dependencies (black
dot on previous slide).

Activity
progress
Task dependency
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Assigned
stakeholders

Mile stone created

Fill other phases and

activities
 Creating Gantt Chart -
• Recall: Videos to carry out these tasks can be seen on the Gantt page.
Watch them if need be.
• To download your work in PDF, do the following: Click on menu and click
on Print/Export PDF
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Note: you have a maximum of 3 downloads after which

you can no longer download the file (free version).