BSBPMG519 Project Stakeholder Engagement Assessment

Lonsdale Institute PTY LTD
Assessment Task
BSB51415 Diploma of Project Management
BSBPMG519 Manage project stakeholder engagement
Unit Code BSBPMG519
Unit Name Manage Project Stakeholder Engagement
Assessment Code T1 Due Date See Training Schedule
Student Name Student ID LON0000
Declaration of authenticity
I, the above-named student, confirm that by submitting, or causing the attached assignment (and any
additional attachment associated with it) to be submitted, to Lonsdale Institute Pty Ltd, I have not
plagiarized any other person’s work in this assignment and except where appropriately acknowledged,
this assignment is my own work, has been expressed in my own words, and has not previously been
submitted for assessment.
I do understand and accept the consequences of academic misconduct according to Lonsdale’s Policies
and Procedures.
TABLE OF CONTENTS
ASSESSMENT TASK...................................................................................................................................................................... 3
CASE STUDY................................................................................................................................................................................ 3
SCENARIO................................................................................................................................................................................ 4
SECTION 1 – SET UP THE PROJECT.....................................................................................................................................6
SECTION 2 – MANAGE EFFECTIVE STAKEHOLDER ENGAGEMENT...........................................................................10
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Assessment Task
BSB51415 Diploma of Project Management
BSBPMG519 Manage project stakeholder engagement
ASSESSMENT TASK
This assessment is a case study. Read the case study carefully and then follow and address the
questions in the assessment document to develop a stakeholder management plan.
CASE STUDY
‘The wedding’
Tony and Peggy Sue graduated from a university in Texas last May. She received a degree in elementary education,
and he graduated from the culinary school. They both now work in the Dallas area. Peggy Sue teaches, and Tony is
a chef at a resort hotel restaurant. It is Christmas Day and Tony asks Peggy Sue to marry him. She excitedly accepts.
They set a wedding date of June 30.
Tony is from New York City. He is the only son of “Big Tony” and Carmella. He is known as “Little Tony” to his family.
He has three younger sisters, none of whom are yet married. The family owns a restaurant called Big Tony’s, and all
four children have worked in the restaurant since they were young. They have a large extended family with many
relatives, most of whom live in New York City. They also have many friends in the neighbourhood.
Peggy Sue is from Cornfield, Nebraska. She is the youngest of four sisters. She and her sisters worked on the family
farm when they were young. Her father passed away several years ago. Her mother, Mildred, now lives alone in the
family farmhouse and leases the farmland to a neighbouring farmer. Peggy Sue’s sisters all married local men and all
live in Cornfield. All of their weddings were small (about 50 people), simple, and pretty much the same. Mildred has
the wedding plans down to almost a standard operating procedure— 9: 00 A. M. ceremony at the small church,
followed by a buffet brunch in the church hall, and that is about it. They really could not afford much more elaborate
weddings because the income from the farm had been meagre. Peggy Sue’s sisters did not go to college, and she
had to take out loans to pay for her college expenses.
Tony and Peggy Sue decide to call home and announce the good news about their engagement and the forthcoming
wedding.
Tony calls home and tells his mom, Carmella, the news. She replies, “That’s great, honey! I’ve been waiting for this
day. I can’t believe my little baby is get-ting married. I’m so excited. We’re going to have the biggest, best wedding
ever. All our friends and family will come to celebrate. We’ll probably have 300 people. And, of course, we’ll have the
reception at our restaurant; the banquet room should be big enough. I’ll tell your cousin Vinnie that you want him to
be best man. You grew up together, although you haven’t seen much of each other since you went off to college in
Texas. I’ll call Aunt Lucy as soon as we’re done talking and tell her that we want her little Maria and Teresa to be
flower girls and little Nicky to be ring bearer. And, oh, I almost forgot the most important thing— your sisters, they’ll all
be bridesmaids. I already know what colour their gowns will be— a deep rose; they’ll be gorgeous. And sweetie, I
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Assessment Task
BSB51415 Diploma of Project Management
BSBPMG519 Manage project stakeholder engagement
didn’t ask your papa yet, but I know he’ll agree with me— on Monday, I’m going to call my friend Francine, the travel
agent, and get two tickets for you for a two- week honeymoon in Italy. You’ve never been there, and you must go. It
will be a gift from your papa and me. And tell Peggy Lee or Peggy Susie or whatever congratulations. We are so
happy for both of you. It’s your wedding, and I don’t want to interfere. I’ll just be here to help. You know what I’m
saying. So, my little Tony, whatever you want me to do, you just tell me. And one more thing, I’ll see Father Frank
after Mass on Sunday and tell him to mark his calendar already for a two o’clock ceremony on June 30. Goodbye, my
big boy. I’ll tell Papa you called. And I can’t wait to start telling everybody to get ready to party on June 30.”
Peggy Sue also calls her mom to tell her the news about the upcoming wed-ding. Mildred responds, “That’s
wonderful, dear. I’m glad you’re finally getting married. You waited so long with going off to college and everything. I’ll
start getting everything ready. I know how to do this in my sleep by now. I’ll mention it to Reverend Johnson after
Sunday service. I’ll tell your sisters to expect to be bridesmaids again in keeping with the family tradition. I guess
Holley will be the matron of honour; it’s her turn. By the way, she’s expecting her third child probably right around the
same time as your wedding, but I don’t think that will matter. Well, I guess pretty soon you’ll be having babies of your
own, like all your sisters. I’m glad you are finally settling down. You should really be thinking about moving back
home, now that you are done with college. I saw Emma Miller, your second- grade teacher, at the grocery store the
other day. She told me she is retiring. I told her you would be excited to hear that and probably want to apply for her
job.” “She said she didn’t think they would have too many people applying so you would have a good chance. You
could move in with me. The house is so big and lonely. There is plenty of room, and I can help you watch your
babies. And your boyfriend, Tony— isn’t he a cook or something? I’m sure he could probably get a job at the diner in
town. Oh dear, I’m so happy. I’ve been praying that you would come back ever since you left. I’ll tell all your sisters
the news when they all come over for family dinner tonight. It won’t be long before we’re all together again. Goodbye,
my dear, and you be careful in that big city.”
Tony and Peggy Sue start discussing their wedding. They decide they want a big wedding— with their families and
friends, including a lot of their college friends. They want plenty of food, music, and dancing into the night. They are
not sure how much it will cost, though, and realize Peggy Sue’s mother cannot afford to pay for the wedding, so they
will have to pay for it themselves. Both Tony and Peggy Sue have college loans to pay back, but they hope that the
money gifts they get from the wedding guests will be enough to pay for the wedding expenses and maybe have some
left over for a honeymoon. It is now New Year’s Day, and Tony and Peggy Sue decide to sit down and start laying out
the detailed plan of all the things they need to do to get ready for their wedding.
Source: ‘Successful Project Management 6e’ by J. Clements and J Gido (2015
SCENARIO
You own an event management company and you have been employed to plan and deliver the wedding
mentioned in the Case Study.
You are based in Seattle.
Your project team for this wedding comprises of:
 Yourself – Project Manager
 Jane Smith – Trained chef and hospitality professional
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BSB51415 Diploma of Project Management
BSBPMG519 Manage project stakeholder engagement
 Tom Johns – Project Manager Assistant
 Louise Red – Interior Designer
 Mark Green – Music expert in event industry
You are required to plan and deliver a wedding within an acceptable budget (you should determine an
estimate) and manage effectively all stakeholders involved in this wedding, including the contractors you
will deem necessary to engage to deliver the wedding.
All points of the assessment’s tasks must be satisfactorily addressed and discussed with reference to the
case study.
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Assessment Task
BSB51415 Diploma of Project Management
BSBPMG519 Manage project stakeholder engagement
SECTION 1 – SET UP THE PROJECT
In this section, you are required to
 Understand and analyses the requirements of the project
 Identify project constraints and assess their impact on the project
 Make decisions on how you would plan your project using ‘assumptions’
 Develop a WBS for your project
 Set up your project team
 Identify and address stakeholder interests
1. Determine the constraints/issues based on your reading of the case study and analyses their
impact on the project.
Constraints/Issues Impact on the project
Wedding is 2 months and 15 days from today Limited time to arrange all the necessary programs
Wedding venue only accommodates 50 people With large family and friend base from both sides of the
families, the wedding reception venue limits the number
of invites
Limited budgets Affects the overall style of the wedding, the number of
guests invited and the type of reception used
Bad service vendors Lack of uniform standards will affect the overall guest
satisfaction
Unrealistic expectations during the wedding day Wedding planners will undergo mistreatment and be
made to deliver unreal demands. Tony and Peggy Sue
should contend with the services provided by Big Tony
hotel
Wedding tyrant Panic, control and hysterical of bridezilla will prevent
optimal planning as Peggy may take charge of the
planning process as it is her big day
2. Make a list of assumptions that will be used as the basis for planning the wedding (example:
decide where the wedding will take place and the impact this will have on the project). And no,
it is not acceptable to assume that Tony and Peggy Sue will just elope, no matter how
tempting that may be!
Assumptions Impact on the project
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BSB51415 Diploma of Project Management
BSBPMG519 Manage project stakeholder engagement
The Hotel will be able to effectively accommodate and
fully serve the invited guests
With a capacity of only 50 people, it is important to
assume that the Big Tony hotel will adequately offer the
reception services required
All-important members of the immediate family and
important friends are able to attend
This will affect the reception requirements from the
venue to the various services offered at the hotel. It
also affects the overall budgetary allocation to cater for
the guests
Resources provided by the parents and close friends
will be available when they are needed. For example,
the reception facility
Promised resources availability ill affect the
smoothness of the planning process.
The local church will effectively conduct the
wedding service and host the brunch session
With large number of family members, friend and
collegemate expected at the wedding, it is assumed
that the local church will be able to accommodate the
party
Immediate availability of the required funding Immediate availability of the required funds affects the
planning process and services booking process
Specific number of guests expected in the specific
locations are initially unknown
With the unknown number of guests expected in
specific locations, planning for services and effective
budgeting process is affected
3. Develop a WBS for your planned wedding and attached it to the submission
Name the file: BSBPMG519_T1_WBS
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BSB51415 Diploma of Project Management
BSBPMG519 Manage project stakeholder engagement
4. Indicate roles and responsibilities in your project team:
 Distribute team work effectively to ensure that defined roles are followed
 Indicate what skills/competency and knowledge are required for each role
 Include interpersonal skills required for stakeholder engagement
Record your answer in the table below.
Name Role Responsibility Skills/Competency and
Knowledge
(name of student) Project Manager Ensure wedding Event planning and
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BSB51415 Diploma of Project Management
BSBPMG519 Manage project stakeholder engagement
attendees enjoy the
wedding and have a good
experience
Detail and coordinate
various activities involved
in the wedding planning
process
Supervises over all other
planning team
management skills; team
player, people
management skills,
customer service skills,
ability to pay close
attention to details
Jane Smith Qualified pastry chef Develop the required
menu and decorate the
pastries while ensuring
beautiful and tasteful
presentation of the
pastries.
Meeting with the wedding
committee to ensure
development of custom-
made pastries and
desserts for the wedding
Competency and physical
strength, social setting
adaptability, proper
planning and
administration skills,
possessing baking hacks
and masters the art of
patisseries
Tom John Assistant project manager Follow up on the list of
invited guests
Briefs the wedding
committee with the
planning progress
Ensures the work
conducted during the
wedding planning is less
cumbersome and is
completed effectively
Ensures adequate
observation and
compliance of all the
available regulations
relating to weddings
Excellent project
management and event
planning skills, strong
ability to serve the clients
compassionately, dexterity
in the use of Microsoft
office applications and
possess people
management skills
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BSB51415 Diploma of Project Management
BSBPMG519 Manage project stakeholder engagement
Louise Red Interior designer In charge of the
architectural designs of
the reception venue
covering the buildings and
tents to be used. Ensures
aesthetic work and
attractive presentation of
the wedding venues
Creativity, spatial
awareness of the detailed
requirements, background
on interior design skills
critical thinking ability and
relevant computer skills
Mark Green Music expert Secures appropriate
musical and entertainment
equipment for the
wedding
In charge of the
entertainment and public
address services required
in the wedding venues
Communication skills,
problem solving skills and
multitasking ability
5. For this assessment and for this question only; assume that for each role, the team members
are lacking a competency and/or interpersonal skill that is essential to stakeholder
engagement (refer to your answer to question 4).
What professional development or what type of support would be required to build those
skills?
Record your answer in the table below.
Lacking Skill /Competency for
stakeholder engagement
Professional development recommended
Project Manager Detailed coordination skills Event planning and management course
Jane Smith Lack of proper planning and
administration skills
Event planning and management course
Tom John Computer skills IT and computer courses
Louise Red Interior designing background Interior design course
Mark Green Communication skills Communication skills and public address
course
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BSB51415 Diploma of Project Management
BSBPMG519 Manage project stakeholder engagement
6. Describe and discuss how you would lead your team effectively to support them with
stakeholder engagement (minimum 100 words).
Managing an event planning team is a complex process. in order to effectively manage my wedding
planning team, I will divide the required activities to be accomplished through a well-coordinated and an
efficiently set up event planning team. Creating a great planning team translate to a splendid out come
and an impeccable task execution process. as the project manager, it is part of my responsibility to
ensure that my team works optimally like a well-oiled machine engine. Excellent management is critical to
the overall success of the team.
Setting goals for the team members is also critical in ensuring success. my team will be led with an
imperative clear idea on what is required to be accomplished.
7. Identify and list the objectives of this project.
Objectives
i. Improved customer satisfaction
ii. Set up the required budget
iii. Creating a guest list
iv. Working towards the set date
v. Consult with the client
8. Complete a stakeholder’s analysis matrix; make sure to include ALL stakeholders. Consider
also contractors and government bodies if relevant.
Use the matrix below.
Stakeholder Stakeholder
Interests in the
Project
Assessment of
Impact and
Authority
Potential strategies
for gaining support
and reducing
objections
Communication
Needs/Form of
engagement
Tony Bridegroom Major party in the
wedding ceremony
Bride grooming in
the wedding
Face to face
briefings, telephone
calls and email
updates
Peggy Sue Bride Major party in the
wedding ceremony
Bride in the wedding Face to face
briefings, telephone
calls and email
updates
Planning committee Planning and
managing the
wedding event
Prominent party in
coordination of
event activities
Optimum planning
strategies used
Face to face brief,
telephone calls and
email updates
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BSBPMG519 Manage project stakeholder engagement
Tony’s parents Parents to the
bridegroom
Minor parties in the
wedding process
Support the both the
bride and the
bridegroom
Face to face and
telephone calls
Peggy Sue’s
parents
Parents to the bride Minor party in the
wedding process
Support both the
bride and the
bridegroom
Face to face and
telephone calls
Church Conduct the
wedding ceremony
Participant Set date and
conduct the wedding
mass for the couple
Face to face,
telephone class and
email updates
Classmates Guests to the
wedding ceremony
Participant Attend the
ceremony
Invitation cards
Close family Guests to the
wedding ceremony
Participant Attend the
ceremony
Invitation cards
Close friends Guests to the
wedding ceremony
Participant Attend the
ceremony
Invitation cards
9. Place key stakeholders in the interest and power grid below.
POWER
Bridegroom
Bride
Planning committee
Bridegroom’s parents
Bride’s parents
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BSBPMG519 Manage project stakeholder engagement
church
family members
Friends
classmates
INTEREST
10. Consider your stakeholder analysis:
a) Identify different stakeholder interests and list them below:
Bride and bridegroom
Unforgettable, event-free and enjoyable wedding ceremony
Wedding planning committee
Proper defined duties
Guests
Provided will satisfying meals, accessible venue and satisfying dietary needs
Church
Required formalities met and are readily available
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BSB51415 Diploma of Project Management
BSBPMG519 Manage project stakeholder engagement
b) Discuss the implementation of actions that aim to address differing stakeholder
interests where required.
Proper analysis of the cause of the stakeholder’s differences, covering all the possible conflict causes. A
proper cause of action is implemented when the cause of the difference has been identified
SECTION 2 – MANAGE EFFECTIVE STAKEHOLDER ENGAGEMENT
Based on your reading of the case study and your work so far, address the following questions:
1. Identify and list the objectives of stakeholder engagement for this project.
i. Classifying various stakeholders according to the role they play in the wedding ceremony
ii. Listen and give consideration to the requirements and needs of all stakeholders
iii. Provide the relevant information to all stakeholders
iv. Consult with other stakeholders before a major decision is made
v. Partner all the relevant stakeholders in the decision-making process
2. Identify and list issues associated with the engagement of stakeholders in this project.
i. Resistant to eminent change
ii. Associated group politics
iii. Failure of former projects conducted
iv. Mis definition of the stakeholders needs
v. Acceptance or ignoring event requirement with more than one stakeholder being
involved
3. Identify and clarify stakeholder behavioral expectations.
(Stakeholders will react in different ways to different project actions, however by identifying triggers and mitigation
measures, you can avoid preventable complaints. Often, it is when stakeholders experience changes to their
environment or expectations of a business and its behaviour that may cause a reaction. Source:
http://worldcomgroup.com/5-strategies-for-effective-stakeholder-management )
i. Client expectation- all stakeholder should understand and respect the expectations of the
couple
ii. Dealing with differences in relation to culture, religion, beliefs, personal characteristics and
other ethnic orientation of other stakeholders
iii. Soundly and modestly respond to conflicts and differences
4. Address the following:
a) Identify opportunities of engagement in this project
i. Involvement in all tasks and activities by the stakeholders
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BSB51415 Diploma of Project Management
BSBPMG519 Manage project stakeholder engagement
ii. Proper information sharing by the stakeholders
iii. Consultations
iv. Collaborations and
v. Stakeholder empowerment
b) Describe how you would ensure stakeholders agree on communication methods
Communication and stakeholder consultation normally follow a typical three step process; notify,
consult and participate. Various project stakeholders have genuine reasons to be concerned with the
project. addressing their concerns require optimal communication channel to be used. To convince
the stakeholders agree on a given communication method, it is important to avail to them a
communication method that keeps all the spectates of the stakeholder’s information exchanged
overtime. This will be crucial in helping stakeholders stay atop of the crucial project, milestones when
the communication activities are centrally managed reducing the overall potential impact.
5. Address the following:
a) Determine project authority for this project
Expert authority
b) Describe how you would communicate information as planned and in line with project
authority in this project
Expert authority is mainly received through certification. The project manager has the required
skills and the educational background to run the project. the type communication required in this
kind of authority is a formal communication medium which can be done by email, telephone calls
and face to face briefings.
6. Select two stakeholders from this case study.
Describe how you would manage conflicts with them based on your stakeholder analysis by
employing conflict resolution techniques. (Min. 100 words)
In a typical setup, the mother of the groom will never find a more suiting or perfect woman for her son.
Especially when it is the only son. She always has something to critics the bride on, this is a major
source of conflict in any wedding. However, most of the time she considers it a piece of advice or
suggestions to improve, how she communicates them create a standoff between her and the bride. In
order to solve this kind of a conflict, it is important to encourage communication between the affected
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BSBPMG519 Manage project stakeholder engagement
parties. It is important to encourage communication between the mother in law and the bride so that
each one of them can know what kind of a person they are going to come around with.
7. How would you lead stakeholder performance reviews for this project? Give an example
mentioning what parameters you would use in your review. (Min. 100 words)
(Stakeholder performance review: to obtain a measure of the performance of each key stakeholder on a project
from the perspective of the other key stakeholders. Example: the bride and groom review the catering company or
the project team.)
A project is considered successful when all the set goals are attained or are exceeded. Managing
a social event such as a wedding as in the case study above, it provides a complex contractual
web which is implicit and explicit in all measures which illustrates the role played by the
stakeholders and their relevance to the overall goal of the event. In order to review the overall
performances of various stakeholders, skills and expertise analysis of the stakeholders will be
conducted and skilled tailored achievements are analyzed based on the tasks accomplished by
the stakeholder. This will be measured in terms of cost used in accomplishing the task, time used
and the level of customer specification met.
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