Reference no: EM133152793

BSBPMG634 Facilitate stakeholder engagement

Assessment - Knowledge Assessment

1. Answer the following questions about Power-Interest Matrix as a model used to analyse and align program stakeholders' goals with the program goals.
Complete the diagram below by filling in the missing parts of the Power-Interest Matrix.
i. Define power in the Power-Interest Matrix.
ii. Define interest in the Power-Interest Matrix.
iii. Explain the impact of the following stakeholders in program stakeholder management.
iv. What is the main benefit of using a Power-Interest Matrix?
v. When would you apply the Power-Interest Matrix?

2. Answer the following questions about Stakeholder Analysis Matrix as a model used to analyse and align program stakeholders' goals with the program goals.

i. Identify five examples of factors upon which stakeholders are analysed in the Stakeholder Analysis Matrix.
ii. What is the main benefit of using a Stakeholder Analysis Matrix?
iii. When would you apply the Stakeholder Analysis Matrix?

3. Answer the following questions about Stakeholder Engagement Assessment Matrix as a model used to analyse and align program stakeholders' goals with the program goals.
i. Identify the five categories the Stakeholder Engagement Assessment Matrix uses to categorise its stakeholders and briefly explain each category.
ii. What is the main benefit of using a Stakeholder Engagement Assessment Matrix?
iii. When would you apply the Stakeholder Engagement Assessment Matrix?

4. List and explain three forms of stakeholder engagement.

5. Describe each stakeholder engagement method listed below.
Methods
i. Use of questionnaire
ii. Focus/working group
iii. One-on-one interviews

6. Identify the four main means of communication and provide one example of when to use them in stakeholder engagement.

7. List one communication method used for each of the program life cycle stages.
Program Life Cycle Stages
i. Scoping
ii. Planning
iii. Implementation

Program Life Cycle Stages
i. Monitoring
ii. Closing

8. Which types of communication media would you use for the following program communications and why?
Program Communications
i. Agreeing on communications management plans and activities
ii. Communicating agreed communications management plans and activities to project stakeholders
iii. Communicating a small update to the communications management plans and activities to project stakeholders

9. Identify two responsibilities of each type of program stakeholder listed below.
Type of Stakeholder
i. Program Sponsor
ii. Program Manager
iii. Program team member(s)
iv. Contractors / Suppliers

10. Listed below are different roles of program stakeholders. Explain what each role involves.
Role
i. Communicating and collaborating with stakeholders
ii. Task and activity delivery

ASSESMENT 2 PRACTICAL ASSESSMENT

1. Access and review two policies and procedures relevant to stakeholder engagement provided by your organisation.
For each policy you accessed:
• Indicate the document you accessed to view this policy
• Indicate the name/title of the policy
• Provide an overview of the policy
• Outline the procedures associated with this policy

Part I. Communicate with Stakeholders
1.1 Develop a Program Communication Plan
Develop a program communication plan which outlines all key internal and external program stakeholders and their communication needs and responsibilities.
The communication management plan must identify:
• A high-level overview of the program
o Program name
o Program sponsor
o Relevant projects
o Program objectives
o Organisational objective(s) supported by the program
• Key stakeholder's names (senders of information)
• Key stakeholder's names (receivers of information)
• Information needed and to be communicated
• Communication methods to be used
• Communication media to be used
• Frequency of communications
• Formality of communications
Refer to relevant workplace information and documents to complete this task, e.g. the program's scope statement, program/project charter, organisation's strategic plans.
Use your organisation's template for documenting program communications plans, or you may use the Generic Program Communications Plan template provided along with this workbook.
You will be assessed on:
• Practical knowledge of forms and methods of stakeholder engagement.
• Practical knowledge of media and methods of communication.
• Practical knowledge oftypes and roles of program stakeholders.
• Practical knowledge of the program and organisational objectives.
• Practical skills relevant to identifying and documenting program stakeholders and their communication needs as they apply to the given program of work.
• Practical skills relevant to providing examples of internal and external stakeholder communications, both formal and informal, used in the workplace.
• Practical skills relevant to planning the use of different communication approaches in different stakeholder contexts.
Before starting this task, review the Workplace Assessment Task 1.1 - Assessor's Checklist provided along with this workbook. This form lists the criteria your submission must address to complete this task satisfactorily.
Your assessor will also:
• Organise workplace resources required for you to complete this assessment.
• Discuss with you the requirements listed in the Assessor's Checklist prior to the assessment.
• Address your queries and concerns regarding this task.
After completing this task, submit the following to your assessor:
• A copy of the program communications plans that you developed.
• Copies of project documentation used to identify the project objectives, e.g. the program's scope statement, program/project charter, or other relevant program agreements.
• A copy of the organisation's strategic plans used to identify the organisation's strategic objectives and the alignment with the program objectives.

1.2 Communicate and Agree on Communication Approaches
While being observed by your assessor, meet with internal and external program stakeholders to communicate and agree on the planned communication approaches as documented in your Program Communications Plan from Task 1.1.
Stakeholders in this meeting must include everyone with communication responsibilities and may include the program sponsor, portfolio managers, project sponsors, project managers, subject matter experts, and team members.
During this task, refer to organisational policies and procedures relevant to program and project communications to ensure that the communication plan meets the organisation's guidelines for communications.
Record the minutes of your discussion with the program stakeholders. Use your organisation's template for documenting meeting minutes, or you may use the Generic Meeting Minutes template provided along with this workbook.
You will be assessed on:
• Practical knowledge of communication approaches.
• Practical skills relevant to engaging with pertinent stakeholders and agreeing on communication approaches in accordance with organisational policies and procedures.
• Practical skills relevant to communicating with internal and external stakeholders formally in the workplace.
• Practical skills relevant to using communication approaches when communicating with program stakeholders.
Before starting this task, review the Workplace Assessment Task 1.2 - Observation Form provided along with this workbook. This form lists all the practical skills you need to demonstrate while completing this task.
Your assessor will also:
• Provide you with organisational policies and procedures relevant to program and project communications for your reference and discuss these organisational policies and procedures with you.
• Organise workplace resources required for you to complete this assessment.
• Discuss with you the practical skills listed in the Observation Form prior to the assessment.
• Address your queries and concerns regarding this task.

1.3 Follow Communication Plans and Address Variances
In three separate instances, demonstrate maintaining of program communication networks while being observed by your assessor.
How you will complete this task must be in accordance with the Program Communication Plan you submitted in Task 1.2.
Two of these instances must be done:
• Orally (e.g. face-to-face, phone call, conference call, etc.). This will be observed by the Assessor using the Observation Form.
One of these instances must be done:
• In writing (e.g. sending a program status report via email to the program sponsor, handing a copy of a written report to a team member, etc.).
• Formally (e.g. providing a program update in a formal sit-down meeting with agenda, e.g.)
• Informally (e.g. providing a program update in a short informal stand-up-meeting, etc.)
For example, you may:
• Hold one formal face-2-face meeting with all program stakeholders to review the program progress. This would need to be observed by your assessor. (oral, formal)
• Hold one informal face-2-face meeting with the program sponsor to provide a quick status update. This would need to be observed by your Assessor. (oral, informal)
• Send a written program status report to your program sponsor. This could be demonstrated by submitting a copy of the email with the attached status report to your Assessor in paper form or via email (cc). (written, formal)
Secure documentation from these three instances. Documentation may include but is not limited to email screenshots, meeting minutes*, reports submitted, etc.
*A Generic Meeting Minutes Template is provided along with this workbook.
You will be assessed on:
• Practical knowledge of communication approaches.
• Practical skills relevant to communicating information as planned.
• Practical skills relevant to communicating with program stakeholders formally and informally in the workplace.
• Practical skills relevant to using different communication approaches when communicating with program stakeholders.
Before starting this task, review the Workplace Assessment Task 1.3.1 - Observation Form provided along with this workbook. This form lists all the practical skills you need to demonstrate while communicating with project networks.
Your assessor will also:
• Organise workplace resources required for you to complete this assessment.
• Discuss with you the requirements listed in the Observation Form and Assessor's Checklist prior to the assessment.
• Address your queries and concerns regarding this task
After completing this task, submit your documentation from the two instances you maintained program communication networks to your assessor:
• Evidence from Instance 1
• Evidence from Instance 2
• Evidence from Instance 3

1.3.2 Address Variances
Identify two instances where agreed program communication plans were not followed.
Address these issues with relevant stakeholders through a meeting while being observed by your assessor.
You will be assessed on:
• Practical knowledge of variances to the communication management plan.
• Practical skills relevant to addressing identified variances to communication plans.
Before starting this task, review the Workplace Assessment Task 1.3.2 - Observation Form provided along with this workbook. This form lists all the practical skills you need to demonstrate while addressing variances to the program communication plan.
Your assessor will also:
• Organise workplace resources required for you to complete this assessment.
• Discuss with you the requirements listed in the Observation Form and Assessor's Checklist prior to the assessment.
• Address your queries and concerns regarding this task.

1.4 Monitor and Align Communication Interfaces
Monitor the effectiveness of communication interfaces of two constituent projects of the program you are undertaking for this assessment.
Meet with the stakeholders twice from two constituent projects of the program you are undertaking for this assessment while being observed by your assessor.
See below:
Constituent Project 1 Constituent Project 2
Meeting 1 with stakeholders of project 1 Meeting 1 with stakeholders of project 2
Meeting 2 with stakeholders of project 1 Meeting 2 with stakeholders of project 2
Make required adjustments to the program communication plan based on the outcomes of these meetings to better support program outcomes.
Refer to the program communication plan developed in Task 1.2 while completing this task.
Record the minutes of your discussion with the project stakeholders. Use your organisation's template for documenting meeting minutes, or you may use the Generic Meeting Minutes template provided along with this workbook.
You will be assessed on:
• Practical knowledge of communication approaches.
• Practical skills relevant to monitoring communication interfaces among constituent projects and aligning them to relevant program objectives.
• Practical skills relevant to communicating with internal and external stakeholders formally in the workplace.
• Practical skills relevant to using communication approaches when communicating with program stakeholders.
Before starting this task, review the Workplace Assessment Task 1.4 - Observation Form provided along with this workbook. This form lists all the practical skills you need to demonstrate while completing this task.
Your assessor will also:
• Organise workplace resources required for you to complete this assessment.
• Discuss with you the practical skills listed in the Observation Form prior to the assessment.
• Address your queries and concerns regarding this task.

Part II. Communicate with Stakeholders
2.1 Identify and Document Stakeholder Interests and Expectations
While being observed by your assessor, meet with key program stakeholders to identify their interests and expectations, which need to be considered when making future program decisions.
Use your organisation's template for documenting stakeholder interests and expectations, or you may use the Generic Program Stakeholder Analysis template provided along with this workbook.
You will be assessed on:
• Practical knowledge of features of various types and roles of program stakeholders.
• Practical skills relevant to investigating and documenting interests and expectations of key stakeholders relevant to making program decisions.
• Practical skills relevant to communicating with internal and external stakeholders formally in the workplace.
• Practical skills relevant to using communication approaches when communicating with program stakeholders.
Before starting this task, review the following checklist and form provided along with this workbook.
• Workplace Assessment Task 2.1 - Observation Form
This form lists all the practical skills you need to demonstrate during your meeting with program stakeholders.
• Workplace Assessment Task 2.1 - Assessor's Checklist
This form lists the criteria your Stakeholder Analysis submission must address to complete this task satisfactorily.
Your assessor will also:
• Organise workplace resources required for you to complete this assessment.
• Discuss with you the requirements listed in the Assessor's Checklist prior to the assessment.
• Address your queries and concerns regarding this task.
After completing this task, submit your completed Stakeholder Analysis to your assessor.

2.2 Develop and Implement Stakeholder Commitment Approaches
2.2.1 Develop Stakeholder Commitment Approaches

Develop approaches to maintain ongoing stakeholder commitment to the program. Those may include but are not limited to:
• Performance plans and reviews
• Reward and recognition programs
• Regular stakeholder meetings and consultation
• Setting and monitoring KPIs
• Personal coaching and development
• Team building activities
For this assessment, your evidence must document at least two approaches in any of the areas provided above.
Refer to your organisations policies and procedures when developing those approaches to ensure they comply with the organisational requirements and guidelines.
Use your organisation's template for documenting stakeholder commitment approaches, or you may use the Generic Stakeholder Commitment Approaches template provided along with this workbook.
Develop and prepare all relevant documentation for each approach, e.g. performance management plan, meeting schedules and agenda, any forms and templates required, etc.
You will be assessed on:
• Practical knowledge of organisation policies and procedures relevant to developing approaches to influence ongoing stakeholder commitment.
• Practical skills relevant to developing approaches to influence ongoing stakeholder commitment according to organisational policies and procedures.
Before starting this task, review the Workplace Assessment Task 2.2.1 - Assessor's Checklist provided along with this workbook. This form lists the criteria your submission must address to complete this task satisfactorily.

Your assessor will also:
• Provide you with organisational policies and procedures relevant to developing approaches to influence ongoing stakeholder commitment for your reference and discuss these organisational policies and procedures with you.
• Organise workplace resources required for you to complete this assessment and discuss with you the requirements listed in the Assessor's Checklist prior to the assessment.
• Address your queries and concerns regarding this task.
After completing this task, submit the following to your assessor:
• A copy of the commitment approaches you developed.
• Copies of relevant documentation developed for the approaches, e.g. performance management plan, meeting schedules and agenda, any forms and templates, etc. These must be consolidated in a folder for:
o Commitment approaches 1
o Commitment approaches 2
• Copies of the organisations policies and procedures you referred to for developing stakeholder commitment approaches.

2.2.2 Implement Stakeholder Commitment Approaches
While being observed by your assessor, implement the two approaches you developed in Task 2.2.1,
This may involve sharing approaches with stakeholders, providing training, using new processes and templates, monitoring the approach, making required adjustments, etc. This will depend on the actual approaches you developed in Task 2.2.1.
You will be assessed on:
• Practical skills relevant to implementing approaches to influence ongoing stakeholder commitment according to organisational policies and procedures.
Before starting this task, review the Workplace Assessment Task 2.2.2 - Observation Form provided along with this workbook. This form lists all the practical skills you need to demonstrate while completing this task.
Your assessor will also:
• Organise workplace resources required for you to complete this assessment.
• Discuss with you the requirements listed in the Observation Form prior to the assessment.
• Address your queries and concerns regarding this task.

2.3 Share Evolving Stakeholder Interests and Expectations
While being observed by your assessor, communicate changes in stakeholder interests and expectations to program and project stakeholders.
Use your organisation's template for documenting the meeting, or you may use the Generic Meeting Minutes template provided along with this workbook.
You will be assessed on:
• Practical knowledge of features of various types and roles of program stakeholders.
• Practical skills relevant to sharing evolving stakeholder interests and expectations across the program.
• Practical skills relevant to communicating with internal and external stakeholders formally in the workplace.
• Practical skills relevant to using communication approaches when communicating with program stakeholders.
Before starting this task, review the Workplace Assessment Task 2.3 - Observation Form provided along with this workbook. This form lists all the practical skills you need to demonstrate while completing this task.
Your assessor will also:
• Organise workplace resources required for you to complete this assessment.
• Discuss with you the requirements listed in the Observation Form prior to the assessment.
• Address your queries and concerns regarding this task.
After completing this task, submit the following to your assessor:
• A copy of the minutes from your meeting.

Part III. Assess Effectiveness of Stakeholder Engagement
3.1 Analyse and Document your Interactions with Key Stakeholders
Reflect on your personal interactions with key program and project stakeholders throughout the program implementation. Analyse and document at least three interactions, considering:
• The effectiveness of forms and methods of stakeholder engagement used.
• The effectiveness of means, media, and methods of communication used.
• How well those interactions supported the program objectives.
Use your organisation's template for documenting the effectiveness of your stakeholder interactions, or you may use the Generic Stakeholder Interactions Analysis 1 template provided along with this workbook.
You will be assessed on:
• Practical knowledge offorms and methods of stakeholder engagement.
• Practical knowledge offeatures of several means, media and methods of communication.
• Practical knowledge ofprogram objectives.
• Practical skills relevant to conducting an analysis of interactions with key stakeholders and documenting outcomes to reach desired outcomes.
• Practical skills relevant to conducting and documenting an introspective assessment of stakeholder effectiveness.
Before starting this task, review the Workplace Assessment Task 3.1 - Assessor's Checklist provided along with this workbook. This form lists the criteria your submission must address to complete this task satisfactorily.
Your assessor will also:
• Organise workplace resources required for you to complete this assessment.
• Discuss with you the requirements listed in the Assessor's Checklist prior to the assessment.
• Address your queries and concerns regarding this task.
After completing this task, submit the completed stakeholder interactions analysis to your assessor.

3.2 Analyse and Document Interactions Amongst Stakeholders
Seek feedback from at least three stakeholders on their experiences from personal interactions with program and project stakeholders throughout the program implementation.
Consolidate, analyse, and document their feedback, and review the following:
• The effectiveness of used forms and methods of stakeholder engagement in stakeholder interactions.
• The effectiveness of used means, media and methods of communication in stakeholder interactions.
• How well those interactions supported the program objectives.
• How well those interactions confirmed with organisational policies and procedures relevant to stakeholder interactions.
You may collect this information using a survey, questionnaire, phone call, face-to-face meeting, etc.
Use your organisation's template for consolidating and documenting their feedback on the effectiveness of your stakeholder interactions, or you may use the Generic Stakeholder Interactions Analysis 2 template provided along with this workbook.
You will be assessed on:
• Practical knowledge of organisational policies and procedures relevant to stakeholder interactions.
• Practical knowledge offorms and methods of stakeholder engagement.
• Practical knowledge offeatures of several means, media and methods of communication.
• Practical knowledge ofprogram objectives.
• Practical skills relevant to assessing the effectiveness of stakeholder interaction according to program objectives and organisational policies and procedures.
• Practical skills relevant to conducting and documenting an introspective assessment of stakeholder effectiveness.
Before starting this task, review the Workplace Assessment Task 3.2 - Assessor's Checklist provided along with this workbook. This form lists the criteria your submission must address to complete this task satisfactorily.

Your assessor will also:
• Provide you with organisational policies and procedures relevant tostakeholder interactions for your reference, and discuss these organisational policies and procedures with you.
• Organise workplace resources required for you to complete this assessment.
• Discuss with you the requirements listed in the Assessor's Checklist prior to the assessment.
• Address your queries and concerns regarding this task.
After completing this task, submit the following to your assessor:
• The completed stakeholder interactions analysis.
• Copies of the information used for analysis, e.g. surveys, questionnaires, meeting minutes, etc.
• Copies of policies and procedures relevant to stakeholder interactions, e.g. communication policy and procedure, reporting policy and procedure, privacy policy and procedure, program communication plan, etc.

3.3 Plan Improvements for Future Stakeholder Engagements
Develop a plan for future stakeholder engagement based on the findings of your analysis conducted.
Analyse the issues identified and documented in the Stakeholder Interactions Analysis from Tasks 3.1 and 3.2. Use analytical techniques (e.g. Ishikawa Diagram, Pareto Analysis, Root Cause Analysis) to investigate their causes and root causes to help you identify countermeasures and develop future plans to improve stakeholder engagement.
Use your organisation's template for documenting lessons learned, or you may use the Generic Lessons Learned template provided along with this workbook.

You will be assessed on:
• Practical skills relevant to developing a plan for future stakeholder engagement and interactions based on findings of analysis conducted.
Before starting this task, review the Workplace Assessment Task 3.3 - Assessor's Checklist provided along with this workbook. This form lists the criteria your submissions must address to complete this task satisfactorily.
Your assessor will also:
• Organise workplace resources required for you to complete this assessment.
• Discuss with you the requirements listed in the Assessor's Checklist prior to the assessment.
• Address your queries and concerns regarding this task.
After completing this task, submit the following to your assessor:
• A copy of the Lessons Learned document you prepared.
• Copies of analytical techniques used to analyse at least two stakeholder engagement issues, e.g. Ishikawa Diagram, Pareto Analysis, Root Cause Analysis, etc.

Attachment:- Facilitate stakeholder engagement.rar