Topic Definitions #
Project Background #
Project Background #
is the second step in project management after identifying the vision, mission, strategy and goals. This step involves analyzing the current conditions, problems and opportunities that justify the launch of the project. Defining the project background is important so that all project participants have a full understanding of the context and premises that led to its initiation. This avoids misunderstandings and helps to focus on the final goals.
Project Stakeholders #
Project Stakeholders #
are individuals, groups, or organizations that can affect or be affected by the project’s outcomes. Stakeholders include both internal and external parties involved in the project. Internal stakeholders work within the company, such as project managers, employees, and departments that provide resources. External stakeholders may include clients, suppliers, investors, regulatory bodies, local communities, and other groups that directly or indirectly interact with the project.
Each stakeholder has their own interests, expectations, and influence on the project. Some may be active participants in decision-making (such as project sponsors), while others may be passive observers, but still impacted by the project’s outcomes. It’s crucial to consider the perspectives of all stakeholders, as their support or resistance can significantly affect the project’s success.
Key categories of stakeholders include:
• Internal stakeholders: Project manager, project team, company departments, leadership.
• External stakeholders: Clients, suppliers, investors, public and regulatory organizations.
The goal of stakeholder management is effective communication, addressing their interests and expectations, and minimizing risks associated with dissatisfaction or opposition. These expanded definitions highlight the diverse roles and significance of stakeholders in project management, emphasizing the need for thorough engagement and communication strategies.
Project Stakeholders Roles #
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Project stakeholders play a variety of roles, each impacting the course and success of the project. These roles can be related to decision-making, providing resources, executing tasks, or even influencing how the project is perceived and accepted by the external environment. Understanding the roles and interests of all stakeholders helps to facilitate better engagement, reduce risks, and ensure support at every stage of project implementation. The following list outlines the key roles of both internal and external stakeholders.
Internal Stakeholders
These are participants within a company or organization who are directly involved with the project and can influence its implementation.
Internal Stakeholders
These are participants within a company or organization who are directly involved with the project and can influence its implementation.
- Project Initiator is the person or entity that identifies the need for the project. This is the individual or group from whom the project idea originates. Their role is to kickstart the project by recognizing a need or an opportunity within the organization or market. Importantly, the project initiator may not necessarily be involved throughout the entire project lifecycle, and their role often concludes once the project moves from the idea phase to formal initiation.
- Project Sponsor is a more formal and ongoing role. The sponsor is responsible for providing the financial resources (in cash or kind) for the project. They have the authority to make high-level decisions, resolve conflicts, and support the project manager. The project sponsor is crucial for providing oversight, guidance, and ensuring that the project aligns with business objectives. They are also involved in approving the project charter and scope, as well as making go/no-go decisions at critical points in the project .
- Project Manager:
- Responsible for planning, managing, and successfully completing the project.
- Coordinates the team, resources, and processes to achieve the project’s goals.
- Project Team Members:Â
- Specialists working on the tasks of the project.
- Includes both technical personnel and administrative staff involved in the project implementation.
- Program/Portfolio Manager:
- Manages multiple projects or programs within a unified direction.
- Ensures the strategic alignment of all projects within the portfolio.
- Functional Manager:
- Manages the department or division that provides resources for the project.
- May control the project team or participate in resource management.
- Financial Manager:
- Responsible for budgeting, financial control, and ensuring timely project funding.
- Keeps financial records and analyzes costs.
- PMO – Project Management Office:
- A specialized division responsible for project management standards, methodologies, and team support.
- Oversees the project management process and alignment with the company’s strategy.
- Key Users:
- Employees who will use the project’s outcomes.
- Participate in requirements development and testing, providing feedback on the quality of solutions.
- IT Specialists:
- Responsible for technical support and integration of IT solutions into the project.
- May include developers, data engineers, system architects, and administrators.
- Quality Manager:
- Controls the quality of all stages of the project.
- Ensures compliance with established processes and requirements.
- HR Manager:
- Manages human resources within the project.
- Responsible for recruitment, training, and motivating project personnel.
- Business Analyst:
- Analyzes business processes and requirements. Determines which changes or improvements are needed in the project to achieve business goals.
- Risk Manager:
- Responsible for identifying, assessing, and managing project risks. Develops risk mitigation plans and monitors them throughout the project.
- Procurement Manager:
- Organizes the procurement of goods and services for the project. Manages supplier selection, contract agreements, and procurement processes.
- Communications Manager:
- Responsible for developing and implementing internal and external communication strategies in the project. Ensures regular stakeholder updates.
- Resource Manager:
- Manages human and material resources in the project. Ensures their effective allocation and utilization.
- Configuration Manager:
- Responsible for controlling and managing changes in project configuration. Ensures consistency of versions and documentation.
- Project Controller:
- Monitors the project’s progress, manages performance indicators, and assists the project manager with schedule and cost analysis.
- Safety Engineer:
- Ensures compliance with safety standards in the project, particularly if the project involves health and safety risks.
- Technical Lead:
- Oversees the technical aspects of the project, ensuring the correct implementation of technical solutions and integration of all system components.
- Change Manager:
- Manages the process of introducing changes to the project, tracking their impact on the overall project flow and stakeholders.
- Test Manager:
- Organizes and manages the testing process for project solutions and products. Ensures all tests are performed and the product’s quality is verified before release.
- Solution Architect:
- Develops architectural solutions and is responsible for the technical design of the project. Ensures the integration of all systems and alignment with business requirements.
- System Administrator:
- Responsible for configuring, supporting, and maintaining servers, databases, and other systems involved in the project.
- Systems Analyst:
- Analyzes requirements and develops technical solutions to meet the project’s objectives. Collaborates with business analysts and technical specialists.
- User Support Manager:
- Manages the user support process after project solutions are implemented. Ensures prompt problem resolution and user training.
External Stakeholders
These are participants who are outside the company but have a significant influence on the project or are affected by its results.
- Customers:
- The primary end users or buyers of the project’s outcomes.
- Their needs and requirements are the foundation for determining the project’s goals.
- Suppliers:
- External organizations or individuals who provide materials, equipment, or services for the project.
- They affect delivery timelines, material quality, and project costs.
- Partners:
- External organizations or companies that participate in the project, providing expertise or additional resources.
- They can be strategic allies of the project.
- Investors:
- Individuals or companies that finance the project and expect a return on investment.
- They are interested in the project’s successful completion from a financial performance perspective.
- Regulators and Government Bodies:
- Organizations or agencies that ensure the project complies with legal and regulatory requirements.
- This includes certification bodies, safety inspectors, licensing authorities, and environmental agencies.
- Auditors/Compliance:
- External organizations that audit the project for compliance with standards, laws, and regulations.
- They may influence project adjustments through recommendations to improve processes.
- Consultants:
- External experts engaged to provide advisory services on specific aspects of the project.
- They assist with solving complex issues, offering new approaches and tools for successful project implementation.
- Local Communities:
- Groups of people living in areas where the project is being implemented.
- They may be interested in the project’s social and environmental aspects.
- Media:
- Media outlets that can influence public opinion and perceptions of the project.
- Their interest may relate to large-scale or socially significant projects.
- Competitors:
- Companies or organizations that may indirectly influence the project through competition.
- Their actions can change market dynamics and impact the project’s strategy.
- NGOs and Advocacy Groups:
- Non-governmental organizations or groups that may promote specific social or environmental goals.
- They can influence the project if it affects their interests.
This list of internal and external stakeholder roles represents a standard set of key participants who can influence a project within the context of project management. Each role plays an important role in the successful implementation and achievement of project objectives.
Stakeholders #
This section defines the key participants in the project, both within and outside the company.
A clear understanding of the stakeholders’ interests and expectations helps manage communications and increases the likelihood of success.
Organizational or Industry Context #
This section addresses the main external factors that affect the company or the industry as a whole but do not directly concern the internal structure or policies of the company.
External Conditions #
This includes economic, legal, political, social, and technological factors that may impact the project. For example, changes in legislation, market trends, new technologies, the economic situation, or social shifts.
Market Position #
A brief analysis of the company’s current position in the market relative to competitors.It encompasses an evaluation of the company’s market share, brand perception, and the unique value it offers to customers compared to its competitors.
This section covers key external factors that may create opportunities or threats for the project.
Internal Factors #
This section focuses on the factors within the company that may influence the project.
This section helps identify the company’s strengths and weaknesses in terms of its internal resources.
Current Constraints, Assumptions, Exclusions and Risks #
This section details all current factors that may affect project implementation, including constraints, assumptions, exclusions, and risks.
• Constraints:
These are factors that limit the project in terms of time, budget, resources, or other parameters.
- Limited availability of specialists or equipment.
- Strict project deadlines.
- Budget constraints that do not allow for additional resources.
• Assumptions:
These are assumed facts or conditions taken as true during project planning.
- It is assumed that necessary resources will be available when needed.
- The client will provide required data on time without delays.
- Legislative changes will not affect the project in the coming months.
• Exclusions:
These are aspects that are intentionally left out of the project scope.
- The project does not include tasks related to supporting existing systems.
- No system scaling will be provided after launch.
- Post-project maintenance is not part of the project scope.
• Risks:
These are potential threats that may impact project execution. Risks can be internal or external.
- Legislative changes that could slow or halt the project.
- Financial risks related to currency fluctuations or resource price changes.
- Risks associated with a shortage of key specialists or necessary equipment.
Strategic Importance of the Project #
This section defines how the project aligns with the company’s long-term goals.
Impact on the Business #
How the project will help achieve the company’s strategic objectives, including operational efficiency, innovation, market expansion, and other critical aspects.
Potential Benefits #
The strategic advantages the project may bring, such as improving competitiveness or increasing profits. It also includes stronger brand loyalty, and the development of new market opportunities.
This section helps highlight the long-term benefits of the project for the company.
Problem or Need History #
This section describes the circumstances that led the organization to initiate the project.
This section helps identify the company’s strengths and weaknesses in terms of its internal resources.
