Stakeholder Identification OCM 4 ASAP Guide

1. Stakeholder IdentificationOCM 4 ASAPGuide

2. Stakeholder Management Cycle Stakeholder Identification Stakeholder Analysis Change impact analysis Execution Stakeholder Management Monitoring • Who will / might be impacted by the roll-out? • Who are the decision makers in that area and who are the subject matter experts? • What is the number of identified stakeholders? • Where are these people located? • What are their expectations to the roll-out and needs? • What are previous experiences of identified stakeholder with the projects alike? • What is the attitude of the stakeholders to the project / roll-out? • What could be the reaction of stakeholder groups according to the planned changes? • What are the benefits for these stakeholder groups? • What are possible disadvantages for them? • What will be the change for the identified stakeholder groups? • How intensive will be the change for them? • When will the change happen? • What are the impacts? When do they occur? How exactly does the impact affect the stakeholder? • Plan and perform activities to overcome resistances • Manage resistances • Coordinate communication and training activities in terms of stakeholders • Manage stakeholders’ requirements and manage them through the constraints (time, budget etc.) • Checking with the existing stakeholders whether their attitudes have changed. • Are there new stakeholders? • Have impacts changed? • Have priorities changed? • How the planned STHM activities can be adjusted to the current situation.

3. Gather Information Analyze Information Execute SAP OCM Analysis Tool Main deliveries Stakeholder Acceptance Execution List of measures Group Identification Change Impact

4. Stakeholder Management Cycle Stakeholder / User Identification Stakeholder analysis Change impact analysis Execution Stakeholder Management Monitoring • Who will / might be impacted by theroll-out? • Who are the decision makers in that area and who are the subject matter experts? • What is the number of identified stakeholders? • Where are these people located? • What are their expectations to the roll-out and needs? • What are previous experiences of identified stakeholder with the projects alike? • What is the attitude of the stakeholders to the project / roll-out? • What could be the reaction of stakeholder groups according to the planned changes? • What are the benefits for these stakeholder groups? • What are possible disadvantages for them? • What will be the change for the identified stakeholder groups? • How intensive will be the change for them? • When will the change happen? • What are the impacts? When do they occur? How exactly does the impact affect the stakeholder? • Plan and perform activities to overcome resistances • Manage resistances • Coordinate communication and training activities in terms of stakeholders • Manage stakeholders’ requirements and manage them through the constraints (time, budget etc.) • Checking with the existing stakeholders whether their attitudes have changed. • Are there new stakeholders? • Have impacts changed? • Have priorities changed? • How the planned STHM activities can be adjusted to the current situation.

5. Stakeholder and User identification Objective • Identification and grouping of people who are (A.) influencing the project and (B.) Groups and employees impacted by it. • The purpose is to identify the level of “Buy-in” and Risk for each Stakeholder group & in some cases important individuals. • Setting the basis for change management activity planning. Input conditions Deliverables • Clear definition of the project scope • High level project plan • Availability of internal documents, i.e. organizational chart; roles description, etc. • Description of all the project related stakeholders / stakeholder groups • High level description of stakeholder groups What are we looking for? • Stakeholder Type • Level of Influence • Description of the identified stakeholders (groups) in terms of their personal features, job locations, etc. • Grouping of employees who meet similar criteria, i.e. end users with the same tasks, etc. Benefit • All groups are identified and managers are aware of the people that they should work together with and how best to approach them. • The headcounts are identified

6. Identification of relevant stakeholder groups – criteria Three main questions help to identify the relevant groups. 1 Who is directly impacted by the project? (The groups that are strongly impacted by the project.) Analysis of the organizational structure Analysis of the processes 2 Who has an interest in promoting or delaying the project because of personal agendas or fear etc? Analysis of the stakeholder 3 Who is indirectly impactedby the project? (The groups that will have changes in their own daily process activities.) Analysis of the organizational structure Analysis of the processes

7. Possible sources of information for stakeholder identification There are many sources of information you might use to identify your stakeholders. Here are some examples: • Client’s organizational chart • Project’s organizational chart • Leadership alignment interviews • Meetings with SME’s and experienced employees • Conversations / interviews with Client’s management (include different levels) • Brainstorms with your project colleagues and other experienced consultants • Field observations • Personal experience • Workshops in which matrices, diagrams and other instruments of analysis are developed collaboratively • If in doubt – include! • If you have any doubts if you should include the stakeholder or not, DO include him/her. Note 1 Note 2 • Review • Note that stakeholders change over time, so review your documents as the project changes phases.

8. Overview of some standard stakeholder groups • CEO • Works council • Head of branch • End user • Group leader • Business partners • Customer • Supplier • Head of department • Board members • … Each situation is unique though, and requires an understanding of local conditions and realities.

9. Identification of user and stakeholder groups Other organizations Name (headcount) Info User Groups Employees Highly impacted Medium impacted Partners Slightly impacted Managers Name (headcount) Info Stakeholder Groups 3 2 1 Owners Low importance Press Medium importance Customers High importance Suppliers Name (headcount) Info Government Public authorities Local communities

10. Some challenges you might face during stakeholder identification • Some stakeholders always stay on the side, to “hide” from the stakeholder identification process. • Many people simply do not feel part of formal institutions. • Many projects are large and complex, so it’s better to take time and identify your stakeholder properly. • Employees often belong to various groups, so avoid putting people into simple “boxes”. • The project needs a strong effort from key stakeholders. • Every stakeholder constructs his/her own understanding of the reality. This is why the behavioral models of stakeholders/stakeholder groups have to be analyzed and proper measures must be assigned to each of them in order to have the stakeholders “buy-in” for the project

11. Thank you!