Governance and stakeholders Management

Engineering Project Implementation – CVEN90045

Assignment 1

Project Organization, Governance & Stakeholder Management

Group Members

Kharece D'Souza ()

Paulina Orrego (704205)

Yang Tian ()

Smriti Ghimire ()

Group No.: 4

Tutorial No.:

Tutor:

1. Executive summary

In order to make a feasibility study, choose a basic construction concept and prepare

a preliminary design and budget. So, Using project organization, governance and

stakeholder management plans to analyze Middleborough Road Rail Separation

Project, which is completed in 2007.

According to the information for Middleborough Road Rail separation project to draw

the three diagrams. There are two diagrams for Project Alliance management

organization. One diagram for the Advance Works and Weekend Occupation works

and another one is for the major shutdown period. Another diagram can be used to

show the Geotechnical Sub-Contractor management organization. According to the

in formation in Appendix B to create stakeholder map and stakeholder engagement

plan. Then using stakeholder map and stakeholder engagement plan to analyze how

to connect with stakeholders.

2. Introductions and Purpose

Middleborough road is a major road, which runs north south and it located at the

eastern suburbs of Melbourne. This road is one of the busy level crossings on the

eastern rail corridor. In order to eliminate the railway level crossing at Middleborough,

Vicroad implement the Middleborough road project. And this project can be divided

into three parts: Box Hill, Laburnum, and Blackburn.

Figure N°1:

The purpose of this report is to preparing core elements for project organization,

governance and stakeholder management. This report can be divided in to two parts.

One of the purposes of this report is provide a clear Project Organization and

Governance Plan. In this part, using the ‘alliance style’ organization to briefly

describe the main features of the project. And there are two diagrams to show the

different period of the Project Alliance management organization. One of this is

Works & Weekend occupation Works and another one is major shutdown period.

Moreover there is a diagram to show the Geotechnical Sub-Contractor’s

management organization. Also the linkages between the Geotechnical Sub-

Contractor’s organization and the preparatory stage for Alliance management

organization will be provided.

Another purpose of this report is providing a Stakeholder Management Plan.

According to the interest and power of the stakeholder, the stakeholder map will be

created and it will provide information to create stakeholder engagement plan.

3. Project Organisation & Governance Plan

The Middleborough Road Rail Separation Project was under Alliance Contract.

Particularly under Alliance Contract, the parties of the agreement have to managing,

controlling and share the risk of the project to deliver the project .In this case the

Government Transport Department is the owner and work collaboratively with KBR

(designer) and John Holland. The Alliance Leadership Team (ALT) is integrated by

KBR principal designer, VicRoad, Connex and John Holland. The role of the ALT is

provide corporate governance and leaderships to the Alliance (Department of

Treasury and Finance Victoria, 2012).

The project manager is the second important role of the Alliance hierarchy. The role

of the project manager is to lead the team, undertake the responsibility and

management of the project and report constantly to ALT. Below of the project

manager, exist different managers which help and assist the project manager. To

mention some roles, for example the community relationship manager is in charge to

build engagement with stakeholders. Head office is integrated by Quality, HR/IR,

Health and Safety, Cost account and Contract manager. Engineering manager is in

charge of design and planning all engineering and technical works during the design

and construction phase. The duration of this project is short, so it is not necessary to

hire labor for long period, in instead is suggested hiring part time labor. Temporary

work designer, project surveyor and procurement manager work as a part time during

the project.

Project programmer assist the project manager in scheduling, controlling and

reporting. The section managers are responsible for maintaining technical standard,

organizing and develop plans in schedule and budget. The Middleborough Road Rail

Separation is divided in two phases: Works & Weekend occupation Works and major

shutdown period. In both stage the section managers were divide by geographic

section or station. During Works & Weekend occupation Works (Figure N°2) the

Laburnum Section Manager was in charge the preliminary excavation and earthwork

around the railway, works in Laburnum Street and preliminary works at the Laburnum

Station. The Box Hill and Blackburn section manager focus on preparatory works in

both station (temporary passenger access and existing platform) and temporary

signaling system at Box Hill and signaling new cross over at Blackburn.

Major shutdown period (Figure N°3), the top structure of the organization keep the

same as the figure N°2. The principal difference is related to section managers,

because the scale of the activities, civil work at Laburnum takes more risk and

resource (Earthmoving drainage, tunneling, bridge construction, building station and

passenger facilities) and trench and rolling operations manager between Box Hill and

Blackburn. In both structure, the project manager may try to keep the office staff

small to increase the flexibility and minimize the duplication of labor. This strategy

may reduce the cost of hiring and reassignment issues, also can bring the flexibility

to operate some roles in different places.

Figure N°2: Works & Weekend occupation

Figure N°3: Major shutdown period

Figure N°4:

Task 2, 3 y 4.

4. Stakeholder Management Plan (SMP)

Another purpose of this report is providing a Stakeholder Management Plan.

According to the interest and power of the stakeholder, the stakeholder map will be

created and it will provide information to create stakeholder engagement plan. The

principal focus the SMP is to improve and assist decision making and create

engagement with the stakeholders to reduce the risk and minimize future treats

during the project life cycle.

According to Olander (2005) the SMP is a useful tools for managing communications

between Alliance Project and its stakeholders. Also, it identify the effective methods

and strategies of communications, to ensure regular, transparent and accessible

consultation.

The Department of Education and Early Childhood Development (2011) identifies

that, the Stakeholder management plan consist in three important phases:

Phase 1. Identify the relevant stakeholders:

Phase 2. Stakeholder Analysis Tool: create a stakeholder map in terms of interest

and power.

Phase 3.Methods of Engagement: Identify an accurate method of engagement for

stakeholder.

4.1 Identify the relevant stakeholders

Stakeholders can be divided into two parts: Internal and External stakeholders.

Internal stakeholder is working on project. In this project, Railway operator and Road

operator will be nominated as internal stakeholder. External stakeholders will

supervise the quality of project and other aspect of this project. Such as health and

safety. The table below shows the responsibility and requirement of stakeholders.

The figure N°5 shows the internal and external stakeholders map.

Table N°1: List of Stakeholders.

Stakeholders Responsibility and interest

1.Railway Operator (Connex) Responsible for operation and maintenance of Melbourne's metro

railway system. It was responsible for capital work such as

expending the system, but on a number of projects it has

managed the project on behalf of the state government

2.Road Operator (Vicroads) Mange the Victorian road network and the safety of all road users

3.Municipal Government (city of

Whitehouse)

Arrange timely repairs Middbourough Road, subsidize project and

maintain political reputation during the project

4.Box-hill high school Short-term and long-term impacts on students' and teachers' living

and teaching condition. Such as noise, air pollution, which will

affect their teaching environment.

5.Box-hill Cemetery Thrust Excavation work to construct the footbridge will affect the health of

trees if the footbridge will be constructed in this location the trees

would be removed.

6.Rail users Causing inconvenient travel for people, because during shutdown

period the railway will be closure

7.Road users (community, bus

companies, taxi companies)

Increasing the pressure of road, because buses will replaces train

for people to travel during shutdown period

8.Residents adjacent the site Short-term and long-term impacts on students and teachers' living

condition. Such as noise, air pollution. Also it will cause travel

issue.

9.Residents in nearby community Causing inconvenient travel for people, because during shutdown

period the railway will be closure

10.Local shop keepers During the shutdown period, their business will be affected

11.Sporting team using the

adjacent sports ground

Short-term and long-term impacts on people who use the adjacent

sports ground to do exercise. Such as noise, air pollution. Also it

will cause travel issue.

12.Emergency services (police,

fire ambulance)

High-risk activities

13.Utility services companies (with

assets in Middleborough Road)

Supplying the equipment and utilities to the project

14.Labor organizations (various) Protecting the rights of labor, if necessary work strike will be

organized

15.Local Newspaper & RACV If there are some accident or problem in project, they will receive

the message and give feedback to people. They will influence the

public’s opinions.

Figure N°5 Internal and external stakeholders.

4.2 Stakeholder Analysis Tool: Stakeholder mapping

The principal aim of Stakeholders mapping is understand the complex relationship

between stakeholders and the project. Also identify the level of influence and interest

of each stakeholder.

Companies and Project Managers need to recognize the importance of stakeholders

and work with them proactive to reach the goal of the project. Early engagement can

contribute and add value to the study process to understanding the community needs

and their perspective. In this case, the Alliance Team need to recognize the

community´s travel needs for the rail and road users and understand the

requirements for the local area and other suburbs.

In the figure N°6 y 7 show the stakeholder mapping for the design and construction

phase.

Level of influence or power

Figure N°6 Design Phase

Figure N°7 Execution Phase

Involve/Consult (High/Low)Box Hill High SchoolBox Hill Cemetery TrustResidents adjacent the siteUtility service companies (with assets in Middleborough)

Engage/Collaborate (High/High)Road operator (VicRoads)Railway operator (Connex)Municipal Government (City of Whitehorse)

Inform (Low/Low)Local shop keepersSporting teams using the adjacent sports groundLabour organisations (various)Emergency services (police, fire, ambulance)Local Newspapers and RACV

Consult (High/ Low)Rail usersRoad Users (community, bus companies, taxi companies)Residents in the nearby community

Impact on, or interest in the project

Level of influence or power

The level of influence and interest of stakeholders is not static during the lifecycle of

the project. The stakeholder mapping should be update and monitoring the relevance

of the interest and influence of the key stakeholders. The principal benefit of this

strategy is achieving knowledge and identifying the potential influence of

stakeholders and treats at different phases of the project. During the lifecycle of the

project, the alliance have to make decision and analyzed how this decision affects

the stakeholders’ needs in order to anticipated, be proactive and create mitigation

plans (Olander,2005).

During the lifecycle of the project, the Alliance Leadership team manage the whole scope of the project, needs, resources, stakeholders, risk and so on. On the other words, VicRoads and Connex have high/high Interest and power (key stakeholders). The Municipal Government (City of Whitehorse) has high level of influence and power. The local government is an integral part of the project, basically the local municipalities assist to understand social needs, provide technical expertise and help to identified risk and treats.

The residents in the nearby community, road and rail users increased their interest

during the implementation basically they are concern respect the length of the

project, the train and road operation, shut down permits only for 4 weeks with 24

Involve/Consult (High/Low)Box Hill High SchoolResidents adjacent the siteUtility service companies (with assets in Middleborough)Emergency services (police, fire, ambulance)Labour organisations (various)

Engage/Collaborate (High/High)Road operator (VicRoads)Railway operator (Connex)Municipal Government (City of Whitehorse)

Inform(Low/Low)Local shop keepersSporting teams using the adjacent sports groundLabour organisations (various)Local Newspapers and RACV

Consult (High/Low)Rail usersRoad Users (community, bus companies, taxi companies)Residents in the nearby communityBox Hill Cemetery Trust

Impact on, or interest in the project

hours construction under restriction of pollution. However, they cannot stop the

project in long term. In both phases, these stakeholders have high interest and low

influence.

The residents adjacent the side, during the design phase are not interested of the

outcome of the project. However during the execution the level of interest increased,

because for the pollution, risk and the length of the project.

The Box Hill School during the design phase has concerned about the child safety

when they cross the path. The Municipal permits to use the adjacent sports ground

during the project and promise to them to deliver two upgraded sports ground when

the project will finished.

Local shop keepers, sporting teams using the adjacent sports ground and local

newspapers and RACV during both phases the interest and influence is low/low.

Box Hill Cemetery, during the design phase are concern basically to the impacts may

suffer during the implementation. In contrast, during the execution the level of

influence reduced and the interest increased.

The principal difference is outstanding between the design and construction phase in

these group of stakeholders, which are emergency service, labor organizations. The

level of influence in these groups have increased from low to high. Emergency

service has higher influence in execution, they are concerned to safety conditions

and maintenance the service during the shutdown period. The labor organizations

are concerned about the work conditions and safety plan.

4.3 Methods of Engagement

There are a extend variety of methods of engagement used to create strong

relationships with stakeholders. First, it is necessary identified the criteria of interest

and influence into the project, which was explained in 4.2 Stakeholder Analysis Tool.

The table N° 2 shows the relation between stakeholder engagement goals and

promise to stakeholders, this table help to decide which methods is adequate for

each stakeholder.

Table N° 2: Stakeholders engagement goals and promise to stakeholders

Inform Consult Involve Collaborate Empower

Sta

keh

old

er

en

gag

emen

t

go

als

To provide,

accurate and

consist

information to

assist

stakeholders to

understand the

problem.

To obtain

feedback from

stakeholders on

analysis,

alternatives

and/or outcomes

To work directly

with stakeholders

throughout the

process to ensure

that their concerns

and needs are

consistently

understood and

considered.

To partner with

the stakeholders

including the

development of

alternatives,

making decision

and the

identification of

solutions.

To place final

decision-making

in the hands of

the

stakeholders.

.

Pro

mis

e to

sta

keh

old

ers

We will keep you

informed

We will keep you

informed, listen

to and

acknowledge

concerns, and

provide

feedback.

We will work with

you to ensure that

your concerns are

reflected in the

project, and

provide feedback

We will look to

you for advice

and innovation in

formulating

solutions and

incorporate your

recommendation.

We will

implement what

you decide. We

will support and

complement

your actions.

Source: adapted from Department of Education and Early Childhood Development (2011)

Generally, empower, collaborate and involve stakeholder groups should intensify the

frequency and controlling if the method used is effective.

Early engagement can contribute and add value to the study process to

understanding the community needs and their perspective. In this case, the Alliance

Team need to recognize the community´s travel needs for the rail and road users and

understand the requirements for the local area and other suburbs.

The table N°3 provides the list of stakeholder groups and suggests the most

appropriate method to engage stakeholders.

List of StakeholdersProposed Method of Engagement Responsibility Key messages to communicate Managing Risk

Empower Risk associated with any change

Empower

Rail users and Road users

Residents adjacent the site Meeting with Individuals and workshops

Inform

Risk during the execution phase

Utility service companies

Labour organisations (various) Surveys, expert panel, Fact Sheets and Information s

Media Local Newspapers and RACV Inform Keep informed

Level of Engament

Railway operator (Connex) and Road operator (VicRoads)

Meetings, Direct comunication between Stakeholders and Government. Co- Design workshops, participatory editing and Stakeholders visioning, Communications Management

Control Group

Alliance Team and Communications Relations

Controlling and monitoring about the delivery of project within required timeframe and

budget. Build ownership

Municipal Government (City of Whitehorse)

Meetings, Direct comunication , Co- Design phase, participatory editing and Stakeholders visioning,

Communications Management Control Group

Communication Relations Manager and/or Project

Manager

Find the most appropriate and effective solution for the community.

Hight level of trust and relationship between Stakeholders and alliance. Any

change can affected

Box Hill High School and Box Hill Cementery

Involved and Consult.

Meeting with Individuals, Advisory Committees, Focus Group, forums, surveys, web 2.0 Tool, workshops


Manager

Consul and Keep Stakeholderd informated. Principal interested to understand issues specific to neighbour and develop mitigan

plan to reduce impacts.

Any delays can affect with the satisfaction of the stakeholders.

Informed and consult

Websites, newsletter, workshops, fact sheets, web 2.0 tools, surveys, pubblic comment


Manager

Deliver accurate information about the project: Identification of the problem,Benefit

of project and duration.


Involve and consult


Manager

Comunication Relations is interested to understand issues specific to the residents adjacent and develop mitigan plan to reduce

impacts and risk during the operation.

Relations manager can negociate with the residents to offer temporal residence

in hotel or other alternative during the execution phase.

Residents in the nearby community,Local shop, Sporting

teams.

Fact Sheets, Information sharing, newsletters, website, bulletins.

Communication Relations Team

Deliver accurate information about the project: Identification of the problem,Benefit

of project and duration.


Emergency services (police, fire, ambulance)

Involve and Consult

Advisory committees, expert panel, workshops, forum and Information sharing


Manager

Managers are interested to understand the needs of emergency services and follow their

recommendations during the execution phase.

Involve and Consult

Advisory committees, expert panel, workshops, forum and Information sharing


Manager

Work together and follow their advices and alternatives during the lifecycle of the

project.

Keep and use the recommendations and expertise help during the operation of the

project.

Consult and Inform.


Manager

RR.HH and I.R work together to understand the needs of labour organizations.

High risk during the execution phase. They are concerned about the work

conditions and safety plan.

Fact Sheets, Information sharing, newsletters, website, bulletins.

Communication Relations Team

Provide accurate information. Can influence positive and negative during the

lifecycle of the project.

Reference

Bishop, P 2015, Briefing for Students – 2015, lecture material distributed in

CVEN90045 Engineering Project Implementation at The University of Melbourne,

Parkville on 29 July 2015.

Department of Education and Early Childhood Development (DEECD) 2011,

Stakeholder Engagement Framework, State Government Victoria. Available from:

<http://www.education.vic.gov.au/Documents/about/programs/partnerships/

stakeholderengagement11.pd>. [31 August 2015].

Olander, S, Landin, A, Lunds universitet, L, & Lund University, F 2005, 'Evaluation of

stakeholder influence in the implementation of construction projects', International

Journal Of Project Management, p. 321, [1 September 2015].

Governance and stakeholders Management

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