Program Stakeholder Engagement

As a program manager for the X Phone program, your stakeholders, and especially the members of your program governance board, have requested an analysis of any opportunities that can be leveraged as you collect and analyze performance on your program. Also, you want to determine whether any adverse impacts must be corrected. How will you deal with this case as a program manager?

• Meet with your key stakeholders to inform them of your program's progress according to their specific areas

• Make the consolidated information available through the Information Distribution Process

• Follow the tenets as outlined in your Communications Management Plan

• Contact your Governance Board if you see there are adverse trends that require immediate action to meet the required delivery

Answer explanation

Answer C is correct: This question is about "Program Reporting activities, SPMV.4, Section 8.2.2.2, Page # 127". Program reporting is about reporting opportunities and adverse impact identified during program performance and which needs to be communicated as the tenets as outlined in the communication management plan. Answer A is incorrect because information needs to be communicated or distributed to the Key stakeholders and all concerned stakeholders as per the communication management plan defined and approved. Answer B is incorrect because you can't share generic or consolidated information. Information distribution should happen as per requirements defined in the communication management plan. Answer D is incorrect because just reporting information by looking at the trend and without any analysis and plan will only make a dent in your position as a Program Manager.

You have started stakeholder analysis. What is the first step you would complete as a program manager?

• They are determining the degree of support or opposition the stakeholder has for the objectives of the Program

• Evaluating the degree to which the stakeholder can influence the outcome of the program

• Prioritizing stateholders according to their ability to influence the program outcomes, either. Positively or negatively

• Gaining an understanding of organizational culture, stakeholder attitudes toward the program, and communication requirements

Answer explanation

Option D is correct. Refer to stakeholder analysis steps. Please also remember the sequence.

You have difficulty ensuring that the program team members allocated to your program are working on your program. These resources were identified and allocated to the program some time ago when the program was approved. While they are working on the program, they were to be managed and guided by you. However, on the days that the program team members are meant to be working on the program, their operational managers have other operational duties allocated to them. This situation is causing a lot of conflict as the program is not progressing as planned, which is frustrating the other program team members and making it very difficult for the program team to continue to meet stakeholder's expectations. What would be your BEST INITIAL action to take to resolve the situation of the program team members not being released to your program when agreed?

• Advise the Program Steering Committee that the expectations will not be met unless this situation is resolved

• Negotiate with the Operational Manager for the future release of the agreed resources

• Advise the Program Sponsor so that he can speak with the Operational Manager to resolve

• Raise an issue in the Issue Register and escalate the issue immediately with your recommendation

Answer explanation

Correct answer is D. The first thing when there is an issue such as resource assignment, it needs to be documented in the issue registered and then needs to be escalated to the steering committee for a resolution. Option A is incorrect. This is the withdrawal technique of conflict management which is the worst technique to address an issue. Option B is incorrect. This is a compromising technique of conflict management where the Program manager compromises the current issue at hand to resolve the conflict temporary. Option C is very close, but it is important to document the issue first and then escalate because these documents are lesson learned and historical information for future reference by the same program or other organization initiatives.

You have identified and analyzed the stakeholders who may have an interest in or influence your program. Your next step is to?

• Prepare a resource assignment matrix

• Prepare a resource management plan

• Develop a project stakeholder management plan

• Develop a Stakeholder Engagement Plan

Answer explanation

The question is about stakeholder analysis activity and asking the next activity in the stakeholder domain. The next activity is Stakeholder Engagement Planning.

Stakeholder knowledge and experience can contribute to program outcomes. At times, negotiated compromises may need to be reached to respond to stakeholder concerns. Should they be captured in the?

• Stakeholder Inventory

• Stakeholder Engagement Plan

• Stakeholder Register

• Stakeholder analysis chart

Answer explanation

Option C is correct. The stakeholder register will formally document stakeholder support and concern from or for the program. Any compromises reached with stakeholders due to support or concern from or the program will be recorded into this register. Option B is incorrect. Stakeholder engagement plan is "how to" document which will not have actual support requirements, concern or compromises reached with the stakeholder, current and desire level of this support, etc., are part of register not plan. The plan includes a detailed strategy for effective stakeholder engagement, stakeholder engagement guidelines, and insight into how the stakeholders are engaged in various program components. Option A & D are incorrect. Stakeholder inventory and analysis chart are made-up terms for the exam. There is a matrix or chart called Stakeholder Engagement Assessment Matrix.

You are a program manager for developing a dam that will conserve water and help reduce the threat of floods. This being as long-term program and has a high stake. You have been asked to be very strict in terms of Process Management and adherence. Any deviations required will follow an extensive approval process. One of the primary stakeholders has been missing meetings. Are these detail found in?

• Program Communication Management Plan

• Communication Strategy

• Program Management Information System

• Communication Log

Answer explanation

Option D is correct. The communication log will update all details of the meeting, including minutes, attendance, and action items.

Working to prepare your stakeholder register and also a stakeholder engagement plan, you need to ensure you identify all the stakeholders on your program. Assume you decide to conduct a stakeholder analysis. Your first step in this activity is to?

• Determine the degree of support or opposition the stakeholder may have toward the program

• Develop a communications strategy

• Develop an understanding of organizational culture

• Evaluate how the stakeholder may influence the program's outcome

Answer explanation

Option C is correct. Stakeholder Analysis as part of Stakeholders engagement planning has multiple sequential steps given on SPM V.4, Page # 64. Please remember these steps as there may be few questions on the exam related to this stakeholder's analysis steps.

You are working on a very critical program for your organization. The best way to get and enhance support for the program and its objectives?

• Get stakeholder's buy in

• Provide adaptive communication methodology

• Foster relationships

• Track stakeholder's expectations and concerns

Answer explanation

Option C is correct. Develop and foster relationships with stakeholders, including sponsors, to improve communication and enhance their support for the program.

You have completed the stakeholder analysis and engagement plan. What is the next step you would do as a program manager?

• Identify communication requirements of the stakeholder

• Develop a communication management strategy

• Develop a communication management plan

• Develop stakeholder map

Answer explanation

Option A is correct. Once you have completed the stakeholder analysis and engagement plan, you should start working toward the communication requirements of stakeholders, which will later be part of the communication management plan. The stakeholder map must have been prepared earlier for stakeholder analysis and engagement planning.

Effective Stakeholder Engagement is the key to the success of any Program. As an experienced Program Manager, what is the first activity you would perform for the Stakeholder Engagement?

• Create Stakeholder Matrix

• Perform Stakeholder analysis

• Set expectations with Stakeholders

• Define Communication protocol with stakeholders

Answer explanation

Option A is correct. Stakeholder Matrix will help in performing stakeholder analysis. This matrix can be Power/Interest, Power/Influence, Influence/Interest, or any other form. Stakeholder analysis is done to set a clear expectation of stakeholders with the program. Communication protocol will be done subsequently while defining and understanding stakeholders expectations.