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Module 4 Session 4.1 Visual 1 Module 4 Analyzing the Project Context Session 4.1: Actors and Factors

Module 4 Session 4.1 Visual 1 Module 4 Analyzing the Project Context Session 4.1: Actors and Factors

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Module 4 Session 4.1 Visual 1

Module 4

Analyzing the Project Context

Session 4.1: Actors and Factors

Module 4 Session 4.1 Visual 2

Instructional Objectives

At the end of this module, you should be able to: Define: environmental scan (context analysis), actor,

factor, stakeholder, informal linkage, and formal linkage Use three environmental scanning tools to identify

potentially relevant actors and factors Evaluate potentially relevant actors and factors in terms of

dependency, risk, and control Determine which actors and factors need special attention

from management Proactively manage key actors and factors (or their effects

on the project)

Module 4 Session 4.1 Visual 3

A Project as a System

The Environment

Inputs Processes Outputs

The Project

Boundary

Module 4 Session 4.1 Visual 4

The Environment

Customers or Beneficiaries

Inputs Processes Outputs

The Project

Inputs

Outputs

The Project Organization

The Project as a System within a System

Module 4 Session 4.1 Visual 5

Actors and Factors as Inputs and Outputs

The Environment

Accounting

Reports

The Project

Outputs

The Project OrganizationSupplies

Inputs

Labor

Facilities School

Improved instruction

Government agencies

Improved economic

growth

Money

Module 4 Session 4.1 Visual 6

Actors (Stakeholders) and Factors as Inputs and Outputs

Stakeholders: Actors with an interest in or who could be impacted by the project

Project

OutsideEnvironment

(outside of parent organization)

Factors• climate• inflation• ...

Actors

Factors

Actors• people• institutions• ...

Inputs Outputs

Module 4 Session 4.1 Visual 7

Five-Step Process for Environmental Analysis

1. Scan environment and identify actors/factors

2. Screen in terms of dependency, risk, and power

3. Identify problem and beneficial actors and factors

4. Develop strategies and act

5. Repeat throughout implementation

Module 4 Session 4.1 Visual 8

Step 1: Scan and Identify Relevant Actors and Factors in the Environment

• Make a list

• Use three tools

• systems model

• geo/political

• sector analysis

Module 4 Session 4.1 Visual 9

Scan the Environmentin Terms of Inputs and Outputs

Project

Conditions

OutputsInputs

Module 4 Session 4.1 Visual 10

Scan the Environment Geo/politically

World Region

NationState (province)

Local

Module 4 Session 4.1 Visual 11

Scan the Project Environment by Sector

projectphysical

- cultural- social- psychological

- political- legal

technological

- commercial- financial- economic

infrastructure

Module 4 Session 4.1 Visual 12

Step 2: Screen Actors and Factors

Rate in terms of

• Dependency: How important?

• Risk: Likelihood something will go wrong

• Power: Degree of control or influence

Assign High, Low, or Medium rating to each

Module 4 Session 4.1 Visual 13

Identifying Problem Actors and Factor

Actors and Factors Grid

Degree of dependency

Degree of risk

Degree of power

Degree of problem

actor 1 medium high high

actor 2 low medium low

actor 3 high high low high

factor 1 low medium low

factor 2 low high low

factor 3 high high low

Module 4 Session 4.1 Visual 14

Estimate the Degree of Dependency

Definition of dependency• How important is the actor or factor to the successful

completion of the project?

Degree of Dependency(High, Medium, Low)

Degree of dependencyhighlowhigh

lowlowhigh

Cement Plantactor 2actor 3

factor 1factor 2factor 3

Module 4 Session 4.1 Visual 15

Evaluate Degree of Risk

Definition of risk• the chance that something will go wrong (hinder the

completion of the project in a significant way)

Degree of Risk(High, Medium, Low)

Cement Plantactor 2actor 3

factor 1factor 2factor 3

Degree of riskhighmediumlow

mediumhighhigh

Module 4 Session 4.1 Visual 16

Power: Ability to Make Something Occur

Control

Influence

AppreciationPOWER:High = controlMedium = influenceLow (none) = appreciation

Module 4 Session 4.1 Visual 17

Power: The ability to get someone to do something one wants done

Degree of Power(High, Medium, Low)

DependencyCement Plantactor 2actor 3

factor 1factor 2factor 3

RiskDegree of powerlowlowhigh

lowlowlow

Module 4 Session 4.1 Visual 18

Step 3: Identify Problem Actors and Factors

Look for High/High/Low pattern

Degree of dependency

highCement Plantactor 2actor 3

factor 1factor 2factor 3

Degree of risk

high

Degree of power

low

Degree of problem

high

Module 4 Session 4.1 Visual 19

Use general strategies

Reduce dependency

Reduce risk

Increase power

Capitalize on beneficial actors and factors

FormulateSpecific Actions

?

?

?

?

Step 4: Develop Strategies and Act

Module 4 Session 4.1 Visual 20

Use Linkages to Increase Influence

Formal

committees

project coordinator

task forces

incorporation or merger

Informal

meetings

plans

teambuilding

personality

rewards

Module 4 Session 4.1 Visual 21

Actors Degreeof

dependency

Degree of

risk

Degree of

power

Degree of

problem

Ministry ofFinance

High High Low High

Factors

Rainfall(water)

High Low (storage

dam)

High (irrigation)

Low

Agriculture Project: Actors and Factors Grid

Module 4 Session 4.1 Visual 22

Scanning is not a one-time event

Circumstances change

Keep current

list of problem actors and factors

strategies

contingency plans

Step 5: Continuously Scan

Module 4 Session 4.1 Visual 23

Worksheet 1: Sector Analysis

ActorsSectors Factors

Project:

Infrastructure

Commercial/Financial/Economic

Cultural/Social/Psychological

Political/Legal

Physical

Technology

Module 4 Session 4.1 Visual 24

Worksheet 2: Actors and Factors Grid

Factors

Degree of dependencyActors

Degree of risk

Degree of power

Degree of problem

Project:___________________________________

H=HighM=MediumL=Low

Module 4 Session 4.1 Visual 25

Worksheet 3: Managing Problem Actors & Factors

Factors

Decreasingdegree ofdependencyActors

Decreasingdegree ofrisk

Increasingdegree ofpower

LinkagesFormal/Informal

Project:___________________________________