Initiation Process Group

Question	Answer
Initiation	4.1 - Integration: Develop project charter 13.1 - Stakeholder: Identify the stakeholders
Process Group Objectives	- Align stakeholders' expectations - Inform the project objectives and scope to the stakeholders - Discuss stakeholders' involvement to reach the project objective and meet expectations.
What is done in this process group	- The initial scope is defined - The initial financial resources are compromised - The stakeholders are identified - The PM is assigned (if that didn't happen before)
Benefits of applying the processes from this group	- Only projects aligned with the organization strategic objectives are authorized - involving stakeholders at an early stage increases their satisfaction throughout the process and ensures the deliverables produced will be accepted since alignments were done from the very beginning, thus increasing the chances for project success
Phased projects and this process group	When a project is being conducted in phases, the initiating processes are applied in each phase, aiming to review if what was defined initially is still applicable
Process: Develop project charter Knowledge area: Integration	Is the process in which a document is issued authorizing the project existence and the PM to apply organizational resources to it.
Benefits of the develop project charter process	- ensures the project objectives are aligned to the organizational strategic ones - formally registers de project (project birth certificate) - demonstrates organizational commitment to the project
Develop project charter inputs	- Business documents (Business case and Project Benefits Management Plan) - Agreements - OPAs - EEFs
Develop project charter tools and techniques	- Expert Judgment - Data Gathering (brainstorming, focus groups, interviews) - Interpersonal and team skills (facilitation, communication, conflict management) - Meetings
Develop project charter outputs	- Project charter - Assumptions Log
Process: Identify the Stakeholders Knowledge area: Stakeholders management	The process to identify and analyze documents that express their interests, involvement, influence, and impact to project outcomes. Stakeholders' satisfaction must be considered a project objective and managed closely.
Keys to successfully manage stakeholders' expectations and engage them	- Communicate continuously - make this process iterative, at least when: the project moves phases, stakeholders change, when the organization or community changes.
Adaptive/Agile stakeholder management characteristics	- adaptive teams are in touch directly to the stakeholders so the decisions can be made faster and more efficiently - increased transparency - mitigate risks -increased satisfaction
Stakeholder Identification inputs	- Project charter - Business documents (BC and Project benefits management plan) - Project management plan (communications and engagement plans) - EEFs -OPAs - agreements - project documents (requirements, cases log)
Stakeholder Identification Tools and Techniques	- Expert judgment - Data Gathering (interview and brainstorm) - Data analysis (stakeholders analysis) - Data representation - meetings
Stakeholder Identification Outputs	-Stakeholders' log - Change requests - project plan updates - project documents updates
When to start identifying the stakeholders	It starts before and even during the project charter development and approval. But it's an iterative process and it's performed throughout the project. Therefore, plans and documents should be reviewed based on this constantly and It's important to have a structured approach to identify, prioritize and engage stakeholders, as they can influence project outcomes.
Emerging tendencies and practices to stakeholders' engagement	-Identifying all the stakeholders, not only employees, providers, actionists, guaranteeing that all team members are involved in engaging them - Review the stakeholders' community when reviewing project risks - Bring the most affected stakeholders close to the project, as part of the project team, to create a partnership - capture the value of real and effective engagement (positively and negatively, that meaning, highlight the benefits and counterparts of engaging or not).
An important observation of the inputs to identify the stakeholders	The project management plan (communications and engagement plans) aren't available for the initial stakeholders' analysis and mapping. But as soon as they are developed they are important sources to consult to review the initial stakeholders' log.
Data analysis tool for identifying stakeholders	results in a stakeholders list with relevant info, such as job function, hierarchical position within the project, support level to the project, interest in the project info, legal or moral rights and property, knowledge and other types of contributions
Data representation for identifying stakeholders	Mapping the stakeholder by categorizing them based on various criteria
Types of data representation	-power x interest/influence/impact matrix - Stakeholders' cube -relevance model -Influence direction -prioritization
Stakeholders' identification tool: data representation Method: power x interest/influence/impact matrix	for small, not complex projects compares the power level against their level of authority, concern to the results of the project, the ability to influence the project outcomes
Stakeholders' identification tool: data representation Method: Stakeholders' cube	to support the development of communication strategies. It's a more refined version of the power x interest matrix, adding a third dimension for comparison
Stakeholders' identification tool: data representation Method: relevance model	describes the stakeholders' in classes based on evaluations on their power, urgency, etc. Applicable to more complex projects
Stakeholders' identification tool: data representation Method: Influence direction	Classifies them accordingly to their influence over the project work or team. They can be: -upward: senior level, project resources managers or managers from the requesting side - downward: specialists contributing temporarily -outward: groups outside the project. Ex: government, providers, etc -sideward: project managers peers competing for resources or supporting the PM in the referred project
stakeholders' identification tool: data representation Method: prioritization	when you have too many stakeholders or they change frequently or the relationship is complex
stakeholders' identification output: stakeholders' log	document with info on the identified stakeholders, such as name, position within the organization, contact, role in the project, main requirements and expectations, potential to influence and a representation method for classifying them
stakeholders' identification output: change requests	On the first iteration of this process, there won't be any change requests but as the project moves forward and this process continues, new stakeholders or new information on them might generate a change on the product, project plan or project documents.
stakeholders' identification output: update the project management plan	At first, the project management plan won't even be created. Therfore, no updates will be required. But as the project moves forward, there might be a need to update the requirements, communication, risk and stakeholders' management plans.

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Initiation Process Group

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	Created by kelly nascimento about 5 years ago