Identifying Stakeholders and Developing Charter - Essay Example

Running head: IDENTIFYING STAKEHOLDERS AND DEVELOPING CHARTER Identifying Stakeholders and Developing Charter Affiliation February 2009 Table of Contents Business experience 4 Stakeholders 6 Onion Diagram 7 Stakeholder Management Sheet 8 Meeting 9 Potential conflicts 11 Conclusion 12 References 12 Introduction In this project management report I will identify the project stakeholders of the PROVISION Healthcare Technologies project, here I will also describe my business experience. The basic aim of this research is to describe how various organizational structures, cultures, and management impact the PM process. Business experience In this section I want to present how organizational style can affect the PM process. The current project that is PROVISION Healthcare Technologies project started to develop the required software to incorporate this new functionality within six months. We have to projectile organizational style on our organization, where we have a check and balance on the day to day performance, this organizational style has a deep effect on the PM process because we have very short time line and to meet the project schedule we have to work fast with consistency. This organization structure supports our process because project teams are responsible to report directly to the project manager. In this way the project manager can have a better view of the overall project progress. Next we are going to implement a Healthcare Technologies, so for this reason we need more concentration and accuracy, because this is a sensitive field and we can not take this risk of this small accuracy problem. This scenario of the project makes the PM process more critical in sense of the project development. The Business experience regarding organizational structures, cultures, and management and its impact on the PM process involves lot of factors. The PM process have the different interrelated activities those are completely dependent on the performance on other one. These are project initiating, planning, executing, monitoring & control, and closing”. The organizational structures, cultures, and management have a deep effect on these stages and there way of working. In some conditions some phases have to be implemented and or carried out previous to beginning the subsequent phase and it’s probable that every phase of our project or even the whole project be handled by a special organizational or organizational department . This type of decision depends on the project and its needs regarding the quality and success requirements. Organizational structure has a very deep impact on the project management and PM decision making process this also includes the company’s size and its business requirements. The organization functioning horizontally or vertically the organizational structure is used to uphold and mange the resources, time line, expenditure, and quality/performance. Three organizational structures are utilized by the by the PM are functional, matrix, and projectized. Now I will discuss how the PM process impacted though the company’s culture. The corporate culture defines the character of the organization. If we analyze the company’s culture then we will able to find out that it includes of the norms, assumptions, values and concrete signs of business members and their behaviors. The company’s culture determines a company’s managerial actions, performance, image, and policies, also having impact on the operational programs of the PM practice. In this section I will discuss how the management impacts the PM process. The management has a very strong influence on the PM process because it defines the project communications, scheduling, scope, quality, costs, and professional needs. As I have accessed the PM necessitates an overall group effort, so the executive have to be capable to direct and influence others to complete task’s responsibilities, while upholding the integrity of his/her and the business. Stakeholders In this section I will identify the stakeholders of this project. This will provide us a better overview of the people who are directly associated or interested with this project. Below I have given few main stakeholders of this project: Sales & Marketing department Product Distribution department Product manufacturing department Product Development department PROVISION Healthcare Technologies manufactures Ltd. Governmental health care department Project manager General public Onion Diagram In this section I will present the Onion diagram of this project. I have developed this diagram to divide and view the stockholders of this project in a better way. Figure 1- Onion Diagram Stakeholder Management Sheet Here I have presented the stockholder management sheet of this project. This sheet will explain the interest level, influence and support factors regarding this project stockholders. Name of Stakeholder Name of Contact Stakeholder Type Influence Level Interest Level Support Level Required Action PROVISION Healthcare Technologies manufactures Ltd. Terry Smith Organizational High High Positive Monitor Governmental health care department Alice Government Medium High Neutral Monitor Product Development department Mr. Smith Government High High Positive Keep Informed Product manufacturing department Mr. Addison Government High High Neutral Build Interest Product Distribution department Derick Community Medium Medium Neutral Keep Informed Sales & Marketing department Crosby Government High Medium Neutral Build Interest Project manager Michael Organizational High High Positive Build Interest Public Schmeer Public Low Low Neutral Build Interest Meeting In this section I will explain the main criteria through which I will call the meeting with the project stakeholders for this PROVISION Healthcare Technologies project. First of all we have to call each project stakeholder or its representative. Then we have to send some documented material regarding the product we are going to develop. This document will provide them a deep insight into the whole project scenario. Next step involves sending an invitation for this meeting and also sending them the main meeting agenda for the meeting. By this they have the proper information regarding the product and they have better view of the overall project development. We also inform them about the product feature. This information can contain the software newly added features their effect on the performance and positive outcome after their implementation. This meeting should have approximately one representative from each department. The above given stakeholders list can be used for this purpose. Below I will discuss the main stakeholder and there roles regarding the meeting that is going to held. Stakeholder #1; Mr. John (Department of Product Distribution) Mr. John is representative form from the Department of Product Distribution and he is responsible for the informing about the necessary those will be taken for the development of the new software. Stakeholder #2; Mr. David (Department of the Product manufacturing) Mr. David is responsible for the delivering the report on the current Product manufacturing. In this meeting he is going to inform the stockholder regarding the present system enhancement. Stakeholder #3; Mr. Hasse (Governmental health care department) Mr. Hasse is a Governmental health care department representative who is responsible for the checking and making sure that new health care devisee and its associated software is better from the old one and it is also according to the specified health standards. Stakeholder #4; Mrs. Alex (Department of the Sales & Marketing) Mrs. Alex is heading the new campaign for the new product and its improved features. She belongs to the Department of the Sales & Marketing. In this meeting she will inform about the new marketing campaign and steps those are taken for the better product publicity and promotion. This person represents the Product Manufacturing management and serves as the "end of the bridge" representative. Production needs to be able to complete the product intime to reach the users prior to the deadline set for by the government regulations. The final stage of this process rests solely in the hands of this division of PROVISION HT so their input is critical to determining if the timeline is realistic and attainable or if it needs to be modified. Further, any other stakeholder modifications can be compared immediately against the production capabilities at this meeting rather than discovering this later on. Potential conflicts The biggest conflict we are facing the shortness of time for this project. We have the danger of fine if this project would not deploy at the decided time. So there is very tense atmosphere inside the organization regarding this factor. The potential conflict in this area is regarding the new sales promotion and product development. If the announced sales campaign and development date conflicts then the overall product launch preparations and efforts The next main conflict is can be among the project development and system-manufacturing department; because the software developed is not confirmed or applicable to new hardware then the whole product can be in the danger. We also have to maintain the quality and accuracy of this software product because this is a healthcare related project and we have to concentrate more on this aspect of the of system development, so that there should be no point inside the system that have any weak parameter. Conclusion In this report I have discussed the main stakeholders of this project. I have utilized different project stakeholder identification and classification techniques of this project. I have also mentioned the criteria for the call of meeting for this project. During the analysis I have found different potential conflict that I have mentioned in the last section. I have tried to address each aspect of the under-discussion factor, so that we can have a better and clear view of the overall project. References 1. Fletcher, A.. (2003). Mapping stakeholder perceptions for a third sector organization." in: Journal of Intellectual Capital 4(4): 505 – 527. 2. Brinkerhoff, Derick. June 1998. From Design to Implementation: Stakeholder Analysis in a PHC Project in India. Bethesda, MD: Abt Associates Inc. 3. Crosby, Benjamin L. March 1992. "Stakeholder Analysis: A Vital Tool for Strategic Managers." Technical Notes, no. 2. Washington, DC: Implementing Policy Change Project for the US Agency for International Development (USAID). 4. Kerzner, H. (2003). Project management a systems approach to planning, scheduling, and controlling (8th ed.). Hoboken, NJ: John Wiley & Sons, Inc. 5. Leach, L. (2003). Schedule and cost buffer sizing: how to account for the bias between project performance and your model. Project Management Journal, 34, 34. Retrieved March 4, 2006, from Business Source Elite database 6. Mitchell, R. K., B. R. Agle, and D.J. Wood. (1997). "Toward a Theory of Stakeholder Identification and Salience: Defining the Principle of Who and What really Counts." in: Academy of Management Review 22(4): 853 - 888. 7. Project Management Institute. (2004). A guide to the project management body of knowledge (PMBOK guide) (3rd ed.). Newton Square, PA: Author. Read More