I have a Project scope document digital signed but at the end of the process a key stakeholder left company. I canceled them as recipients but how do i get the replacement stakeholders in the document now? Saving Changes...
Thomas WalentaGlobal Project Economy ExpertHackenheim, Germany
Uzma,
hopefully the key stakeholder signed in their role, not their personal capacity. Then ask who is taking the role now and ask them for a meeting to check with them what their take is on the role, your project and the signed documents. Offer to explain them what you need from them.
You may not need to change the signature, as long as you agree in writing that the new stakeholder takes over the responsibilities of their predecessor.
If the new stakeholder refuses or delays, you have a problem. It is important you clarify this as early as possible. You then need to analyse the problem (are only small adjustments to be made or is a larger revision requested).
And inform the sponsor upfront and ask for their support and advise. Scope changes may result in delays and cost increases and can jeopardise a project.
A change in key stakeholders is a risk and has to be managed as such.
Thomas has good inputs, but also make sure you understand your own internal governance process. Signed documents are usually under configuration control with defined rules for how changes can be incorporated. Part of configuration management is change control as a formal process.
Your change control process should define who needs to review and approve the change in addition to your new stakeholder, and how that change needs to be documented. Does the sponsor or their delegate need to formally sign-off on the change rather than provide a verbal consent? Is there a formal review process by other stakeholders such as your finance or contracts department to ensure all impacts are captured? Do you need to update the document itself or is there a separate change record that is added to the existing document?
When signatures or document version control is involved, be sure you understand the formal process at your own business in addition to ensuring you have met the intent of the document review and approval. Saving Changes...
Stéphane ParentSelf Employed / Semi-retired| Leader MakerPrince Edward Island, Canada
I've used subordinate documents to capture additional statements and approvals, when necessary. Saving Changes...
Peter RapinSubject Matter Expect; Project Delivery| Independent ConsultantOntario, Canada
I'm a little confused here. It seems like you are assuming that the initial agreement is no longer valid. The stakeholder is not the individual but the organization/department/team that the individual represented at he time of the signature. The problem is not yours, the problem rests with the organization he/she committed with his/her signature. I would not have cancelled them as recipients as it should be assumed that someone has been assigned the function and someone is picking up his/her commitments and correspondence. At most I would have asked for a name and a request that any proposed changes to the relationship be submitted as soon as possible as defined in the signed documentation (hopefully).
The scope document was pending because of the stakeholder but they are no longer with the company and I couldn’t change the Document or replace it so had to cancel them as recepients. Now can i edit the PDF signed document and change the stakeholders name and get it signed by their successors? Is that okay to do?
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2 replies by Stéphane Parent and Warren Nash
Apr 01, 2022 1:45 PM
Stéphane Parent
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The problem is this Uzma: if you change the document, you invalidate the previous signatures. That's because the signatures were given for that version of the document. If you change your document, it is no longer the same version and you will need to get everybody's approvals again.
My suggestion is to create a separate document that basically states the purpose is to capture the approval missing from the original document. The subsidiary document should explain that the content of the original document stands. This should be a simple half-page document.
Apr 07, 2022 1:54 AM
Warren Nash
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Normally, for this you need to talk to your internal auditor on the process to follow.
Saving Changes...
Stéphane ParentSelf Employed / Semi-retired| Leader MakerPrince Edward Island, Canada
Apr 01, 2022 12:49 PM
Replying to Uzma Nikhath
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The scope document was pending because of the stakeholder but they are no longer with the company and I couldn’t change the Document or replace it so had to cancel them as recepients. Now can i edit the PDF signed document and change the stakeholders name and get it signed by their successors? Is that okay to do?
The problem is this Uzma: if you change the document, you invalidate the previous signatures. That's because the signatures were given for that version of the document. If you change your document, it is no longer the same version and you will need to get everybody's approvals again.
My suggestion is to create a separate document that basically states the purpose is to capture the approval missing from the original document. The subsidiary document should explain that the content of the original document stands. This should be a simple half-page document. Saving Changes...
Peter RapinSubject Matter Expect; Project Delivery| Independent ConsultantOntario, Canada
You say the document was "pending" so therefore you don't have a document signed by all stakeholders so it is not valid - you don't have a document.
If the other stakeholders signed on the basis of all stakeholders signing then their signatures have no value as the document is no longer what they agreed to.
Sounds like a do-over to me. Saving Changes...
Praveen KanjiramkatteSenior Project and Program ManagerCedar Park, Tx, United States
My understanding is that the scope document was digitally signed by everyone except the stakeholder who left. I have seen a couple of ways this being handled -
1. There will usually be a responsible party on the stakeholders side who can sign 'on behalf of' the signatory who left. This person can sign it and say 'on behalf of' under his signature or somewhere in the document.
2. Depending on the stakeholder company policies and consultation, you can add an addendum to the document stating either you are removing the exited stakeholder from the document or add the new stakeholder who is taking over the other person's role or have both statements. Saving Changes...
