Managing Project Scope and Stakeholders - Desklib Online Library

This report discusses the importance of managing project scope and stakeholders. It includes a recommendation paper for stakeholders, a report for project sponsors summarizing stakeholder, communications and political issues, an outline of the business case, and a reflection on the assignment and group work. The report highlights the significance of identifying key stakeholders, effective communication, and planning for short-term deliverables. The report also discusses the risks and benefits of the project, along with the assumptions, constraints, and dependencies. The report concludes with recommendations for mitigating the risks.

Running head: MANAGING PROJECT SCOPE AND STAKEHOLDERS
Managing Project Scope and Stakeholders
Name of the Student:
Name of the University:
Author’s Note:

1MANAGING PROJECT SCOPE AND STAKEHOLDERS
Table of Contents
Introduction......................................................................................................................................3
Task 1: Recommendation paper: Stakeholders................................................................................3
Task 2: Report for Project Sponsor: Summarize Stakeholder, Communications & Political Issues
.........................................................................................................................................................6
Task 3: Outline Business Case........................................................................................................8
Executive summary.....................................................................................................................8
Background..................................................................................................................................8
Finance: Source of funds.............................................................................................................8
Objectives and scope...................................................................................................................8
Benefits........................................................................................................................................8
Summary of stakeholders............................................................................................................9
Stakeholder management plan.....................................................................................................9
Key milestones.............................................................................................................................9
Project budget..............................................................................................................................9
Risks..........................................................................................................................................10
Assumptions, constraints and dependencies..............................................................................10
Project communications.............................................................................................................10
Options considered....................................................................................................................10

2MANAGING PROJECT SCOPE AND STAKEHOLDERS
Recommendations......................................................................................................................10
Task 4: Reflect on the Assignment and on Group Work...............................................................11
Conclusion.....................................................................................................................................12
References......................................................................................................................................14
Appendices....................................................................................................................................16
Appendix 1.....................................................................................................................................16
Appendix 2.................................................................................................................................17
Appendix 3.................................................................................................................................18

3MANAGING PROJECT SCOPE AND STAKEHOLDERS
Introduction
The boundary of the project is termed as the scope of the project. The scope of the project
determines the ability of the project to deliver along with stating what the project cannot deliver.
Thus, project scope defines the view all the associated stakeholders have from the project. As
mentioned by Kerzner & Kerzner (2017), the stakeholders can make or break the success of the
project. Thus, even if the project objectives are satisfied and the deliverables are met, satisfying
the key stakeholders are of utmost significance that determines the success of the project. It is
important to identify the key stakeholders of the project upfront, as unable to do so results in the
failure of the project (Burke 2013).
This report introduces the current proposal of the government of Saint Helena of
developing marina bay near Jamestown Wharf to compliment the airport that has been built
recently. In terms of the current proposal, this report explores the issues faced by the
stakeholders for the project, exploring the communications, political issues and the key
stakeholders, outlining the business case thereby, relating it to own professional development.
Task 1: Recommendation paper: Stakeholders
The government of Saint Helena is considering developing a marina near Jamestown
Wharf in order to compliment the airport that has been recently built. The plan includes a
permanent harbor, marina, hotel and apartment. The government of Saint Helena intends to apply
for a loan from the UK government that will be paid back from the profits that will be incurred
over several decades. In addition to the the government of UK, the government of Saint Helena
intends to include private investors and businesses. Thus, the key stakeholders of the current

4MANAGING PROJECT SCOPE AND STAKEHOLDERS
proposal are the UK government, private investors and businesses. It is assumed that the key
stakeholders are highly benefitted from the proposal because the successful completion of the
project will help in reshaping the economy of the place along with creating new facilities and
opportunities in terms of business for the place.
After engaging with the stakeholders, the potential identified includes cost overrun,
unrealistic estimates of tourist and profitability. Based on the issues identified by the key
stakeholders of the project, the suitable recommendations include:
Planning for short term deliverables
Cost overrun can be mitigated by planning short term deliverables. It takes couple of
years for completing government projects. At the initial stage, estimating the overall budget of
the project is necessary but that cannot be solely relied until the project is completed. Cost
overrun for the project is noticed if the project is conducted based on a single budget. Thus,
planning short-term deliverables will allow the stakeholders to divide the overall cost effectively.
The stakeholders can create short term goals and determine the cost of completing the goal
thereby, mitigating cost overrun for the projects (Larson & Gray, 2013).
Effective communication
A project consists of different stakeholders that have varied functions, involvement and
responsibilities. In order to ensure coordination among the different stakeholders, effective
communication is of utmost significant. Effective communication among the key stakeholders
will help in clear flow of information (Schwalbe, 2015). As a result, the stakeholders will always
be updated regarding the progress of the work as well as have an idea what needs to be done

5MANAGING PROJECT SCOPE AND STAKEHOLDERS
next. Effective communication will help in proper planning of the project by avoiding repetitive
actions and saving time (Walker, 2015).
Maintaining a small autonomous team
Maintaining a small autonomous team will also help in mitigating cost overrun of the
project. Having a small and autonomous team will help in maintaining effective coordination and
cooperation among each other. This will provide an opportunity for all the team members to
share their viewpoints and opinions and take mutual decision considering the success of the
project. The respective stakeholders can have small teams under them that can work towards the
successful completion of the project (Harrison & Lock, 2017).
Attracting tourists by appropriate marketing
It has been seen that Saint Helena is a new place that lacks global recognition in terms of
being a tourist destination. Thus, the government will have to promote the place by using
appropriate marketing techniques. In this digitalized age, the government can use digital
marketing for attracting the tourists (Leach, 2014). This will provide an opportunity for the
government to estimate the arrival of the tourists realistically. The use of digital marketing will
help the government to reach out to each and every corner of the world and attract the tourists
(Mir & Pinnington, 2014).
Tracking the right metrics
One of the most effective methods of improving the profitability of a project is
determination of the metrics effectively that plays an important role for the profitable growth of
the company. The five KPI’s that ensures profitability improvement are billable utilization,

6MANAGING PROJECT SCOPE AND STAKEHOLDERS
project overrun, project margin, annual revenue per billable consultant and annual revenue per
employees (Verzuh, 2015). In addition to the KPI’s, taking the right decisions at the right time is
also important for tracking the right metrics thereby, improving the profitability of the project
(Turner, 2016).
Task 2: Report for Project Sponsor: Summarize Stakeholder, Communications & Political
Issues
A project comprises of more than one stakeholder that are associated with success of the
project. As commented by Hwang & Ng (2013), the stakeholders are crucial for the project as
this highlights the group of individuals associated with the project with varied functions and
responsibilities. Currently, the government of Saint Helena has proposed the development of a
marina near Jamestown Wharf. Thus, the major stakeholder for the current project at Saint
Helena is the government of the country. The government of Saint Helena aim towards applying
for loan to the government of UK. The loan will be repaid in the following years from the profit
earned by the marina project in Jamestown Wharf. The surrounding of the marina in Jamestown
Wharf will be developed by the involvement of private investors and businesses. Thus, other
stakeholders include the private investors and the businesses.
The aim of development near Jamestown Wharf in Saint Helena by the government is a
huge project, as this emphasizes on the overall development of the place thereby, reshaping it
(Refer to Appendix 2). As the project has several stakeholders, communication has to be
effective. As mentioned by Kerzner (2018), lack of effective communication hampers the clear
flow of information among the group. According to the given case scenario, the different
stakeholders are the government of Saint Helena, the government of UK, the private investors

7MANAGING PROJECT SCOPE AND STAKEHOLDERS
and the businesses. Lack of effective communication has been seen among the stakeholders. As a
result, lack of clear flow of information in terms of the project has also been noticed. The
associated stakeholders have failed in conducting regular meetings that has lead to the delay of
the project. Lack of effective communication among the stakeholders has also led to repetitive
action in the project (Pemsel & Wiewiora, 2013). As a result, the project has been unsuccessful
in fulfilling the short term goals that has been built. In addition to, cost overrun for the project
has also been noticed due to lack of effective communication (Martinsuo, 2013).
The project of developing the Jamestown Wharf in Saint Helena has encountered
environmental issues. This is because of the location of the place. According to the given case
scenario, it can be seen that Saint Helena is situated over largely rugged terrain of volcanic
origin. The last volcanic eruption at Saint Helena was recorded approximately 7 million years
ago. As a result, the coastal areas of the location are covered with volcanic rock. Saint Helena
has a tropical, marine and mild climate that is influenced by Benguela current and trade winds
that blows continuously. The climate throughout the island varies with the central area having an
average temperature of 5-6 degree lower temperature. Thus, the unpredictable weather of Saint
Helena is the major reason that is creating environmental issue. It is important for the
stakeholders to reshape the entire place in order to develop the marina in Jamestown Wharf
(Refer to Appendix 1).

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Task 3: Outline Business Case
The below section consists of the summary of the current position of the project that
needs to be presented to the project Board in order to understand the continued business
justification for the project.
Executive summary
In order to compliment the recently built airport in Saint Helena, the current proposal of
the government aim towards developing a marina near Jamestown Wharf.
Background
Saint Helena is an isolated island in the Southern Atlantic that has recently developed a
functional airport. The place has some unique features such as producing the most expensive
coffee. Thus, the background of the project is to develop the place and attract tourists thereby,
contributing towards the economy of the place.
Finance: Source of funds
The source of funds for the project includes the loan from the UK government along with
funds provided by the private investors and the businesses.
Objectives and scope
The objective of the project is to develop a marina near Jamestown Wharf for
complimenting the recently built airport. The scope highlights the ability of the project to attract
tourists and investors upon completion of the project.

9MANAGING PROJECT SCOPE AND STAKEHOLDERS
Benefits
Upon completion of the project, the benefits include increased tourists and investors
thereby, reshaping the place and improve the current economy of the place.
Summary of stakeholders
The current stakeholders for the project include the UK government, the private investors
and the businesses.
Stakeholder management plan
The management plan of the stakeholders include providing facilities for medium sized
ocean liners offshore that has the ability to transport passengers to the main island by using
smaller boats. In addition to, the plan also includes providing permanent berthing facilities for
private ocean-going yachts and boats that has the capability of expanding from 50 to 200 berths.
A sheltered marina complex is also in the plan that includes four restaurants, car parks,
residential apartments, taxi rank, tourist shops and two bars and an information office. In the
project, the facilities provided by the government are car parking, offices, customer post, and
small immigration control along with fuel, service and repair facilities for the ocean boats (Refer
to Appendix 3).
Key milestones
One of the key milestones of the project is approval of loan from the UK government that
will help in the initiation of the project. Another key milestone of the project includes reshaping
the some of the surrounding hills that will help in releasing more lands thereby, facilitating the
building of the marina.

10MANAGING PROJECT SCOPE AND STAKEHOLDERS
Project budget
The overall budget of the project is AUD 100 million. The overall budget has been fixed
as AUD 100 million as the project includes reshaping of the hills along with developing the place
completely for attracting tourists.
Risks
With the benefits, the potential risks of the project include cost overruns, unrealistic
estimates of tourist numbers and profitability. The risks are evident, as this is long term project
that might result in cost overrun due to incorrect financial planning. In addition to, the place
might estimate incorrect arrival of tourist that might incur economic loss.
Assumptions, constraints and dependencies
The government of Saint Helena assumes that it is the correct time for considering the
development of the island thereby, making it more attractive for the tourists and investors. The
project is highly dependent of the stakeholders that will provide funds for developing the marina
in Jamestown Wharf.
Project communications
The required communication for the project includes both written and oral, as this will
help in maintaining clear flow of information in respect to the project as well as keeping track of
the work and maintain official documents.
Options considered
The options considered are reshaping the surrounding hills for releasing more land for the
development of the marina in Jamestown Wharf.

11MANAGING PROJECT SCOPE AND STAKEHOLDERS
Recommendations
The recommendations for mitigating the risks include planning for short term
deliverables, effective communication, maintaining a small autonomous team, attracting tourists
by appropriate marketing and tracking the right metrics.
Task 4: Reflect on the Assignment and on Group Work
From the case study, I have learned that the success of the project is determined by the
participation and cooperation of all the individuals that are associated with the project. I have
also learned that the scope of the project is defined as the limit of the project it has when
completed successfully (Grunig, 2013). The developing of marina near Jamestown Wharf
included the participation of various stakeholders. Considering that, I have leaned the potential
risks that can evolve while to project is carried on.
One of the things that worked while conducting the project of developing marina in
Jamestown Wharf includes the vision of the Saint Helena. The vision of government has helped
in developing the place that aim towards attracting the tourists and business. While commencing
the project, effective communication and detailed planning of the project has also helped in
initiating and progress with the work. The cooperation of the stakeholders has also worked in
determining the success of the project (Binder, 2016).
However, the things that did not work for the project were unrealistic estimate of tourist
numbers and the probability of cost overrun. As it is a long term project, there were chances of
cost overrun due lack of defining short term goals. In addition to, the prediction of tourist might
be incorrect that might hamper their planning of the place. In addition to, lack of effective

12MANAGING PROJECT SCOPE AND STAKEHOLDERS
communication might result in repetitive action thereby, killing time and resources (Boud, Cohen
& Sampson, 2014).
For the next time, I would ensure regular meetings during the duration of the project.
Regular meetings during the project will help in maintaining effective communication. This will
help in ensuring clear flow of information due to meetings at regular interval. Regular meetings
will help in keeping track of the work that has been done and the work that needs to be done. In
addition to, it will also be possible to analyze the cost and determine if the work so far has been
conducted within the estimated budget or has exceeded the budget (Turner, 2016).
I communicated with other group members by using both verbal and written
communication. I maintained communication with other team members through telephone calls,
emails and speaking verbally. This provided me with an opportunity of ensuring that the fellow
group members are able to keep track of the communication and incorporate it effectively in the
project. The use of written communication has helped in keeping an official record of the work
so that it can be tracked in the later phase of the project.
I have responded to the changes and difficulties that were encountered while being a part
of the team that handled the project. Conflicts were often noticed while working in the team
because the members have different perspectives and viewpoints (Jehn et al., 2013). In addition
to, the distinctive nature of the team members also resulted in conflicts. I handled the conflicts by
listening to the perspectives of the individual members without being bias. I also made
understand the members of the team to listen to each other by keeping aside their personal
agenda. Keeping the personal agenda of the individual team members aside helped me to ensure

13MANAGING PROJECT SCOPE AND STAKEHOLDERS
that the team members emphasizes on the organizational goals and objectives and take
appropriate measures of fulfilling it (Leo et al., 2015).
Conclusion
In this report, it can be concluded that effective management is required for the overall
success of the project. In this repot, it can be seen that the government of Saint Helena is aiming
towards building a marina near Jamestown Wharf for the betterment of the place. The
government aim towards developing the marina in order to maximize the tourist influx along
with engaging local investors and businesses. In order to complete the project successfully, it is
essential to ensure that the team working for the project are well coordinated and cooperative.
The report highlighted the different issues encountered by the stakeholders that hampered the
progress of the work. The issues faced by the stakeholders included cost overrun, unrealistic
estimation of tourists and profitability. In accordance with the issues, suitable recommendations
were provided thereby, mitigating the issues and conduction of the work successfully. The
location of Saint Helena poses potential environmental issues for the project thereby, leading to
communication and political issues as well. The report also provides a business case outline to
the stakeholders’ that summarizes the current position of the project that is presented to the
project Board in order to understand the continued business justification for the project. Lastly,
the report includes a self-reflection that emphasizes on the steps undertaken while being a part of
the project.

14MANAGING PROJECT SCOPE AND STAKEHOLDERS
References
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Boud, D., Cohen, R., & Sampson, J. (Eds.). (2014). Peer learning in higher education: Learning
from and with each other. Routledge.
Burke, R. (2013). Project management: planning and control techniques. New Jersey, USA.
Grunig, J. E. (Ed.). (2013). Excellence in public relations and communication management.
Routledge.
Harrison, F., & Lock, D. (2017). Advanced project management: a structured approach.
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construction: Overcoming challenges. International Journal of Project
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Jehn, K., Rispens, S., Jonsen, K., & Greer, L. (2013). Conflict contagion: a temporal perspective
on the development of conflict within teams. International Journal of Conflict
Management, 24(4), 352-373.
Kerzner, H. (2018). Project management best practices: Achieving global excellence. John
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Kerzner, H., & Kerzner, H. R. (2017). Project management: a systems approach to planning,
scheduling, and controlling. John Wiley & Sons.

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Larson, E. W., & Gray, C. (2013). Project management: The managerial process with MS
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Leach, L. P. (2014). Critical chain project management. Artech House.
Leo, F. M., González-Ponce, I., Sánchez-Miguel, P. A., Ivarsson, A., & García-Calvo, T. (2015).
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Pemsel, S., & Wiewiora, A. (2013). Project management office a knowledge broker in project-
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Appendices
Appendix 1

17MANAGING PROJECT SCOPE AND STAKEHOLDERS
Appendix 2

18MANAGING PROJECT SCOPE AND STAKEHOLDERS
Appendix 3