MMU Project Management

Community of Practice

16 June 2014

Friday, July 04, 2014 MMU PM-CoP 1

Agenda

• Welcome & reminder of purpose of group

• Summary of 1st meeting and today’s topic

• Case Study:

� Stakeholder Management in MMU Security

• MMU Toolkit

• Workshop

• Plenary

• Close & next session

PMCoP

• The Project Management Community of Practice

(PMCoP) is a network of MMU professionals with an

interest in project management

• 4 objectives – see brochure and

web site

• Open to any member of staff

• Planning committee –

looking for volunteers!

Background

• Change Academy Network meeting to kick off the

idea:

� Good response

� Positive support for the idea

• We asked for suggestions on topics:

� Lots of good suggestions

� Stakeholder Management emerged as one of the top

two (business cases was the other one)

Stakeholder management case study

• John Mulliss will present a case study on the work

he has been doing with the Security Team…

Case Study – Scope & Purpose

• Scope

� To support the Security Team in their projects

• Purpose

� Identification of a project’s key stakeholders

� How they are likely to impact the project

� How they may influence others

� Help create a communication plan

Case Study - Preparation

• Selecting who to take part: we wanted a mix of

• Management

• Supervisory staff

• Security Officers

• Geographical spread (Crewe and Manchester)

• They were all invited to a session

• Asked to think about who they considered to be

their stakeholders in preparation.

Case Study - Introduction

• The reason for doing it was explained

• Definitions explained

� Any person or group who has an interest in the project

(anyone who has a view that they are impacted)

� Customers, beneficiaries or even victims of the work

� Supporters, neutrals or blockers

Case Study - Approach

• A simple matrix upon which the stakeholders could

be added was demonstrated

• A printed copy

was on the board

• Each attendee

was given a pack

of sticky notes

Case Study - Approach

• Attendees were asked to write stakeholders they

had identified on sticky notes

• Then they place them on the matrix, with a little

reasoning as to their placement

• A short discussion followed each of these

placements

Case Study - Approach

• After a couple of rounds the conversation was

allowed to develop a more natural flow

• Moves were allowed as long as they were justified

• Groupings were made and duplicates removed

• A rich discussion followed

• The initial result…

Case Study – Initial result

Power/Influence

Inte

rest

Security equipment

resellers

Security staff

suppliers

TAC (Access control)

IP Communications

Samsung (Cameras)

Chubb

Visitors- VIPS

Door staff Car Park Users

Students Parents

General Visitors

Vice Chancellor

Deputy Vice

Chancellors

Board of Governors

Other HE

Institutions

IT Helpdesk

Facilities Helpdesk

Wardens

General Staff Admin &

Academic

Emergency ServicesPolice

Services Senior

Leadership Group

Deans Group

Services Director

LRIS Director

Capital Projects

Office

Case Study - Approach

• Then the ideas dried up

Case Study - Approach

• Everyone was satisfied with the matrix

• I probed for more input using PESTLE:

• This led to a further rich discussion and…

Political Economic Social(Cultural)

Technological Legal Ecological(Environmental)

Policies Costs Cultural trends Innovations Laws Market Factors

Regulation Services/

Products

Demographics Automation Company

policies

Climate –

green agenda

Infrastructure Financial

Cycle

Varying

demand

Organisational

skill level

Standards Resources

Case Study – Final result

Power/Influence

Inte

rest

Security equipment

resellers

Security staff

suppliers

NHS Drug and

Alcohol

Advisors

TAC (Access control)

IP Communications

Samsung (Cameras)

Chubb

Visitors- VIPS

Door staff

Manchester Van

Hire

Sitelink (radios)

Trinity (Work wear)

Car Park Users

Students Parents

General Visitors

Local residents

Home Office - Anti

Terror Squad

Gypsy Liaison Officer

East Cheshire Council

Manchester Council

Vice Chancellor

Deputy Vice

Chancellors

Board of Governors

Intl Students

Res Students

Other HE

Institutions

IT Helpdesk

Facilities Helpdesk

Student Hubs

Receptions

LRT – Systems

Wardens

General Staff Admin &

Academic

Emergency Services

Strategic

Partnership Board

Trade Unions

Marketing &

Comms

Finance Office

Police

Services Senior

Leadership Group

Student Union

Deans Group

ITS Networks, Phones

and Infrastructure

Security manager

H&S Committee

Libraries

Services Director

LRIS Director

Security supervisors

Manchester Security

Team

Cheshire Security Team

LRIS Admin

Team

Capital Projects

Office

Residences

Team

Case Study - Approach

• The last stage was to show graphically how we

might use this information.

� How to manage the stakeholders

� Classification

� Shared for reflective feedback and amendments

Case Study - Approach

Power/Influence

Inte

rest

Note: The MMU

toolkit is slightly

different to this,

with the two axes

the other way

around

Case Study - Challenges

• Difficulty/misunderstanding with ‘power’

• Allegiance

� Discussed in detail but not plotted (lack of time)

• Without a defined ‘project’ our reach was perhaps

too wide

• Revisiting the work regularly

• Using the toolkit

Case Study - Outcomes

• Following these sessions we established more

formal links to other key departments

• Used for communication on several projects –

notably the Security Control Room Refurbishment

• Allowed us to positively impact decisions around

new build work

• Smooth uptake of new tasks and duties as

operationally required

Stakeholder management toolkit

• Paper copies available

• Available online

• BI Team provides a

number of toolkits at:

www.mmu.ac.uk/bit/

project-management-

toolkits.php

• Let us know if you want

any others

Workshop (45 min)

• In your groups:

� Read the scenario for a Goodton by-pass

� Identify the stakeholders

� Plot them on the influence/interest grid provided

� What will they want to know?

� What do we (the council) want

from them?

� Devise an outline

communication strategy

ScenarioA small town (Goodton, pop. 23,980) straddles a busy A road, and in recent years the amount of traffic passing through has

risen considerably, including HGVs. This has caused problems for residents both in terms of their normal commute to work in

the neighbouring city, and day-to-day activities such as shopping and school runs. There is a proposal to build a by-pass but it

is somewhat controversial because it involves cutting through a nearby nature reserve owned by the National Trust (and a

designated Site of Special Scientific Importance – SSSI) which also has several Iron Age archaeological features, which English

Heritage rates as of “significant national importance”.

The pro-by pass lobby is led by the local community residents’ association, which – according to its chair, Nobby Notgood –

has wide support in the community. He has been vigorously lobbying his local MP, Mrs Ursula Underhand, who is on record

as stating “The welfare of the local community is uppermost on my agenda, and I will make every effort to ensure a fair

solution is agreed.” Her election manifesto included items stating that she was pro-environment. Her husband Diggory is

president of the local archaeology society, and is a director of the local region’s train provider Faster-Rail.

In a recent TV interview, Les Lottadough (chair of the local Rotary Club) noted that local shop keepers were concerned that a

by-pass would mean that local revenues would suffer since a major supermarket had announced plans to build a super store

at the roundabout linking the town to the by pass. The store’s PR Director, Harvey Haveitall, announced an initiative to help

to help the local primary and secondary schools with much needed equipment and books. When asked if this help would still

be forthcoming if the by-pass was cancelled he stated “We try to support local communities as much as we can, but

obviously money is tight and we do have to prioritise.”

Environmental lobbyists, headed locally by Greta Greenbody (chair of the local Friends of the Earth branch) have written an

open letter to the MP stating “Here is an opportunity for Mrs Underhand to show whether she really does support the

environment, as noted in her manifesto, or whether it is just political guff.” She has also started a petition online to stop the

by-pass and has so far collected over 3,000 signatures.

The local authority has to make a decision about whether planning permission can be granted and has charged you with the

job of setting up a consultation to gather evidence for the pros and cons of the scheme.

Plenary

• Who are the stakeholders?

Mentioned in scenario: Not mentioned in scenario:

P Ursula Underhand

Residents’ Assoc.

Les Lottadough Council members Other politicians

E Faster-Rail

Superstore

Rotary Club

Local businesses

Nobby Notgood

Land owners

Contractors

Utilities

S Residents

Schools

Diggory Underhand

Out of town drivers

Local media

T Traffic analysts

L Planning dept. Police Council legal dept.

E Greta Greenbody

National Trust

English Heritage

Archaeology Society

Other env. Groups

Your analysis may have put them

in different parts of the PESTLE –

that doesn’t matter, it’s a just

tool to help you think!

Some stakeholders aren’t a

uniform group, e.g. residents

include commuters, parents,

cyclists, pedestrians

And what about…

Plenary

• Who are the stakeholders?

Mentioned in scenario: Not mentioned in scenario:

P Ursula Underhand

Residents’ Assoc.

Les Lottadough Council members Other politicians

E Faster-Rail

Superstore

Rotary Club

Local businesses

Nobby Notgood

Land owners

Contractors

Utilities

S Residents

Schools

Diggory Underhand

Out of town drivers

Local media

T Traffic analysts

L Planning dept. Police Council legal dept.

E Greta Greenbody

National Trust

English Heritage

Archaeology Society

Other env. Groups

Influence and interest gridH

igh

So

me

Litt

le

Little Some High

Interest

Influence

Ursula Underhand

Residents’ Assoc.

Faster-Rail Superstore

Rotary Club

Residents Residents

Schools

Planning dept.

Greta Greenbody

National Trust

Les Lottadough

Local businesses

Nobby Notgood

Diggory Underhand

English Heritage

Archaeology Society

Council membersCouncil members

Land ownersLand owners

ContractorsContractors

Local mediaLocal media

PolicePoliceOther env. GroupsOther env. Groups

Other politiciansOther politicians

Utilities

Out of town drivers

Council legal dept.Council legal dept.

WATCH KEEP SATISFIED ACTIVELY MANAGE

KEEP ON SIDE GENERAL COMMS KEEP INFORMED

Traffic analystsTraffic analysts

Close

• Please consider volunteering:� To be on Planning Group

� To lead a session / workshop

• Fill in the feedback form

• Let us know what you would like to see in future

• Some external groups/resources that may be of interest:� UCISA PM LinkedIn group:

https://www.linkedin.com/groups?home=&gid=7427251

� Inter University Project Management Group on LinkedIn: https://www.linkedin.com/groups?home=&gid=2751983

� Best Practice User Group: http://www.usergroup.org.uk/

� JISC InfoNet Project management: http://www.jiscinfonet.ac.uk/infokits/project-management/

Thank you for attending