Week 4
GSOE9820 Engineering Project Management
Term 2 2023
Dr. Imrana Kabir
2.Project
benefits subsidiary plans
plan
Resource plan
C3PE Methodology
1.Stakeholders
1. Project
objectives
1.Requirement
s & constraints
2.Scope
statement
3, 9. WBS
3, 9. Work
packages
4, 10.Duration
4, 10.Cost
5, 11. Network
diagram
6.Risk register
7.Risk
responses
8.Communicatio
n plan
PMBOK Guide (6th Ed) Part 2, Sec. 1.9 Table 1-1
Project Charter
Objectives
Strategic goals
Project Charter Vocabulary
‘Company strategy is to innovate and
improve our services faster than our
competitors.’
‘The objective of this project is to design
and implement a new customer
feedback system.’
Describe the direction of
change of the organization
Specific achievements
resulting from the project
work, that can be measured.
The tangible results of
doing project work, that
can be verified.
Deliverables
New menu structure, plan for customer
journey, graphics design brief…
Requirements
Scope
(scope statement)
‘Customers must be able to provide
feedback and comments to us at
any point in their customer
journey.’
Project Charter Vocabulary
Scope
(Work Breakdown
Structure)
Benefits ‘The new customer feedback system
will show our marketing team how our
services are performing straight away’
‘The project includes an app to enter
information; it does not include a
database’
‘The new customer feedback system
includes a mobile app to enter
information; it does not include a
database to store historical data.’
What the project
deliverables or other
outcomes must do for the
stakeholders
A written description of
the project boundaries in
and major deliverables.
A systematic, hierarchical
decomposition of all the
deliverables into
constituent parts
The (positive) effects that
occur when stakeholders
interact with the
deliverables.
The project charter…
PMBOK Guide (6th Ed), Part 2, Sec. 2
• Formally authorizes the existence of the project
• Gives the project manager authority to apply
resources to project activities
• Provides a direct link between the project and the
strategic objectives of the organisation
• Shows organisation commitment to the project
• Creates a formal record of the existence of the project
The view from another textbook
(Lock- Ch. 8 Project Authorization)
‘Some organisations invoke a lengthy
authorisation procedure that consists of a
project charter, followed by a contract…’
‘the charter is a form of specification that
sets out the principal objectives, and is
prepared for the company's senior
management for consideration and
authorisation.’
‘A project initiation document... is a
concise and more practical alternative to
the charter’
Lock, Dennis. Project Management. 9th ed. Aldershot, England ; Burlington, VT: Gower, 2007.
Other Authorizations - In rough
order of complexity
● Charter and contract
● Project Initiation
Document
● Customer contract, or
works order
● Internal memorandum
PMBOK Guide (6th Ed), Part 1, Sec. 1.2.6
Charter and
PMP
In the project
lifecycle
What goes in your project Charter?
Presentation assignment brief & rubrics
Add an introduction section to your PMP that
demonstrates a direct link between the project
benefits, its major deliverables, stakeholders, and the
strategic objectives of the client organisation.
(assignment brief)
Provides a systematic connection between
organisational strategy, deliverables, benefits, and
stakeholders including a written description that makes
this easy to understand
(PMP Rubric)
PMBOK 6th Ed. Part 1, Sec 4.1.3.1: charter item
Project purpose
Objectives and success criteria
Requirements
Assumptions, constraints
Description and project boundaries
High level risks
Summary milestone schedule
Summary budget
Stakeholder list
Approval requirements
Definition of success
PM nomination
Sponsor nomination
Setting SMART objectives Objectives
SMART(A) Objectives An MM cell …
Specific A robot cell… for research into incremental forging technology
Measurable A robot cell for research into incremental forging technology…
that will be used by PhD students and student project teams
Action-oriented Design and Build… an MM cell for research into incremental
forging technology that will be used by PhD students and student
project teams
Realistic (All areas)
Timely Design and Build an MM cell for research into incremental forging
technology that will be used by PhD students and student project
teams… within six months of delivery of major components.
(Achievable) (All areas)
Stakeholders
Stakeholder identification
PMBOK Guide (6th Ed), Part 2, Sec. 1.6
PMBOK Guide (6th Ed), Part 1, Sec. 13.1 & 13.1.2
After understanding the business case, the organizational
context and needs for the project, the first step in planning
is to identify the project stakeholders.
Identifying and analysing your stakeholders is the best way
to start writing the project charter…
Stakeholders in Lock Ch. 2 –
Factors for project success and failure.
• Contracting organization and customer are two primary stakeholders. What about others?
• Do not all have same view of a project (example: motorway users and home owners)
• True measure of project success or failure depends on how the project outcome is perceived by
all the stakeholders.
• Identify & rank:
• Lock uses three categories of stakeholders
• primary (direct financial interest)
• Secondary (people who work on the project or
interact with the deliverables)
• Tertiary (people who could be affected by the
secondary stakeholders)
Project team and project internal stakeholders
6 103 15, 21, 28...
1. Why can't you have too many people in a team?
Too many communication channels = Too much complexity.
2. Therefore, we need to introduce some structure around
communication channels and team members
• Organizational
• Communication structures created by the PM
Project key stakeholders You! (PM)
Your Sponsor
Steering
Committee
Project
Team
Subject Matter Expert
Steering Committee
MemberTechnical
Team
Another
Technical
Team
• PM has a central coordinating role for
the project team.
• PM needs a strong 2-way line of
communication to the Project
Sponsor.
• Sponsor chairs steering committee,
uses it to make timely decisions.
• Subject Matter Experts have leading
role in their technical teams (may be
a PM themselves)
• Technical Teams can be internal to
project executing organization or
could be contractors/ suppliers
• There can be many technical teams
(only 1 project team and 1 steering
committee)
• Subject matter experts
move between their technical team
and the project team
The project manager is the
person assigned by the
performing organization to lead
the team that is responsible for
achieving the project
objectives.
Stakeholder register - how do we
find stakeholders?
• Identify stakeholders:
Brainstorming, expert
judgement, surveys,
questionnaires, meetings
• Analyse stakeholders
• Classify stakeholders
Stakeholders in ‘100% digital delivery and
assessment in GSOE9820 T2 23’
• Students
• Convener
• Guest lecturers
• Experienced demonstrators
• New demonstrators
• MME school management team
• Engineering faculty school
management team
Tip: Identify stakeholders as people, not
organizations or other inanimate entities.
Benefits make sense when they are related
to stakeholders
Example: Some benefits of building a new online university course…
Benefits Stakeholders
• Students
• Convener
• Guest lecturers
• Demonstrators
• Program authority
• OH&S officer
• Study from abroad
• Use new technology
• Work at home
• Use last year’s resources
• Large cohort
• Comply with social distancing rules
Methods for stakeholder analysis (part of
PMBOK ‘Identify Stakeholder 13.1.2.4’)
le
ve
l o
f

au
th
o
ri
ty

(p
o
w
er
)
Concern about outcomes
(Interest)
Power interest grid
le
ve
l o
f

au
th
o
ri
ty

(p
o
w
er
)
Ability to change
outcomes (influence)
Power influence grid
Students
Convener
Demons
-trators
Program
authority
OH&S
officer OH&S
officer
Program
authority
Convener
Students
Demons
trators
Stakeholders in a new online university course
Engagement level of stakeholders
Name Unaware Resistant Neutral Supportive Leading
OH&S officer C D
Program
authority
CD
Convener C D
Demonstrators C D
Students C D
C=Current position
D=Desired position
Outcomes of stakeholder classification
le
ve
l o
f

au
th
o
ri
ty

(p
o
w
er
)
Concern about outcomes
(Interest)
Power interest grid
Students
Convener
Demons
trators
Program
authority
OH&S
officer
Frequent
communication in MS
Teams
Final Metrics and/or
grade report
This would be one way to
inform the project
Communications Plan….
Many other PM Plans require
input from the Stakeholder
Register*:
Project charter,
Benefits realization,
Risk management,
Change management,
Human resources…
PMBOK Guide (6th Ed), Part 1, Sec. 13.1.3.1
PMBOK Ch. 13 - Project
Stakeholder Management
To start with, what would we expect to see in a Stakeholder
Management Plan?
1. Stakeholder Register
2. Desired and current engagement levels
3. Scope/impact of change to stakeholders
4. Identified interrelationships and potential overlap of interests
5. Stakeholder communication requirements
6. Information to be distributed to stakeholders
7. Reason for distribution, expected impact
8. Methods for refining and updating stakeholder management plan
Stakeholder
management plan
Project
Communication
Plan
Updated Scope
Statements
Benefits
Realisation
Plan
Summary points (stakeholders)
• Success in stakeholder management and engagement is a
prerequisite for multiple aspects of PM, throughout the whole
project lifecycle
• Besides understanding requirements and objectives,
stakeholder identification is your first task as PM in Project
Initiation.
• Stakeholder identification feeds directly into your Stakeholder
Management, understanding definition of project success, and
Project Charter.
More videos on project stakeholders
Kasimtseva, N. “Identify Project Stakeholders” video in course Managing Project Stakeholders,
accessed 16/02/2021, LinkedIn Learning accessed through UNSW
Biafore, B. “Identify Project Stakeholders” video in course Project Management Foundations
accessed 16/02/2021, LinkedIn Learning accessed through UNSW
Biafore, B. “Analyze project Stakeholders” video in course Project Management Foundations
accessed 16/02/2021, LinkedIn Learning accessed through UNSW