About Stakeholders

What are Stakeholders?

A Stakeholder is someone who has an interest in the Project, for example: Customer, Sponsor, Project Team Members etc. Project on Demand offers the ability to manage Project Stakeholders which include features to detail:

  • Who is involved in the Project.
  • What position they may hold on the Project.
  • The extent of access they have to application features and tools within the Project.

Stakeholders control access into Projects themselves, Users must be assigned as a Stakeholder on a Project in order to "Enter" that Project. The Projects page for Standard Users will display only Projects on which they are a Stakeholder, for Administrator Users it will display all Projects. Administrator Users will be prompted to assign themselves as a Stakeholder before being able to "Enter" a Project they are not an existing Stakeholder on.

Roles can be assigned to Stakeholders in order to group their Responsibilities on the Project and detail the Required Skills needed to perform the required Role. Stakeholders can also be Grouped to aid in the organisation and management of large sets of Stakeholders.

Each Stakeholder contains a set of Permissions that detail the extent of access the associated User has to application features and tools within the Project. Tool related Permissions have View and Edit settings whilst Document related Permissions have View, Edit, Reviewer and Approver settings. Stakeholders associated to Administrator Users from default will have uneditable full View and Edit Permissions for all Tools and Documents. Permission Templates can be utilised to speed up the management of Stakeholder Permissions.

Stakeholders also contrain several Yes/No properties that describe other aspects of their position or accessibility on the Project. Some of these unlock specific features within the application:

  • Members of the Change Control Board will be available for Change Approvals.
  • The Project Manager will have access to the Stakeholder Analysis Tool - Note: this is only available on Stakeholders associated to Administrator Users.
  • Having a Limited View will deny access to the applications features and tools including Phase Progression and the View/Edit features of Tools and Documents - Note: this is only available on Stakeholders associated to Standard Users.

Stakeholders can be managed by Administrator Users using Stakeholder Management that is accessible by clicking the Stakeholder Management button in the side menu of Project Maintenance. Stakeholders associated to Administrator Users can also be created during Project creation to save time setting up new Projects.

How should they be used?

The Stakeholder management process within Project on Demand is as follows:

Optional *

Project Management Process Step Action within Project on Demand
1 Identify and record the required Project Roles. Create new Required Skills and Responsibilities and group them together in new Roles.
2 Assign required Stakeholders to the Project. Create new Stakeholders.
3 Assign Roles to Stakeholders. Assign Roles to Stakeholders.
4 Configure Stakeholders access to application features and tools. Configure Stakeholders various Permissions.
5* Flag Stakeholders that are: part of the Steering Group, part of the Change Control Board, a Project Sponsor or a Project Manager.

Set Steering Group, Change Control Board, Project Sponsor or Project Manager.

Note: Project Manager is only available on Stakeholders associated to Administrator Users.

5* Restrict certain Stakeholders access to the Phase Progression and the View/Edit features of Tools and Documents.

Set Limited View.

Note: Only available on Stakeholders associated to Standard Users.

7* Group similar Stakeholders. Assign Stakeholders to Groups.

Stakeholder Properties

Name Description Possible Values
User Associated User. User that is not an existing Stakeholder on current Project.
Steering Group The Steering Group consists of senior business Stakeholders who have overall responsibility for the Project. Yes/No.
Change Control Board Members of the Change Control Board are key Stakeholders that are responsible for Approving/Rejecting Change requests. Yes/No.
Project Manager The Project Manager is responsible for the delivery of the Project. Manages the Project on behalf of the Steering Group. Grants access to Stakeholder Analysis Tool. Yes/No.
Project Sponsor The Project Sponsor is a senior management position whose role is to own the Project and to ensure that the benefits are fully realised. The Project Sponsor will usually be included in the Steering Group. Yes/No.
Limited View Limited View will deny access to Phase Progression, access to the View and Edit Permissions on Documents and all application Tools. Yes/No. Only available for Standard Users.
Assigned Roles Roles assigned to the Stakeholder. List of Roles.
Tool Permissions Permissions associated with application Tools. List of Tool Permissions. List populated by application.
Phase Document Permissions Permissions associated with application Phase Documents. List of Document Permissions. List populated by application.
PMP Document Permissions Permissions associated with application PMP Documents. List of Document Permissions. List populated by application.

Tool Permission Properties

Name Description Possible Values
Description Description of the Tool. Text. Set by application.
View View(read-only) access to the associated Tool. Yes/No.
Edit Edit access to the associated Tool. Yes/No.

Document Permission Properties

Name Description Possible Values
Document Document name. Text. Set by application.
View View(read-only) access to the associated Document. Yes/No.
Edit Edit access to the associated Document. Yes/No.
Review Permission to Review associated Document. Yes/No.
Edit Permission to Approve associated Document. Yes/No.

Concurrency Control

Stakeholders implement optimistic concurrency control.