question Re: Manage Stakeholders List in SPM forum

Manage Stakeholders List

SK51 — Fri, 29 Jan 2021 02:50:32 GMT

How does everyone manage the stakeholder register list?

We maintain a list of stakeholder based on portfolio.
however when demand manager/ project manager add a new stakeholder to their demand/ project, the new stakeholder is rolled up and saved at portfolio stakeholder register..

1) How can we avoid the addition of new stakeholder from demand/ project roll up to portfolio level?

2) What is your practice of maintaining the stakeholder register at portfolio level?

thanks.

Re: Manage Stakeholders List

Jon Miller1 — Fri, 29 Jan 2021 12:54:08 GMT

Following as this is something I've struggled with also. I've seen reference to being able to manage a "team" on a project which maybe closer to what we're looking for. But I haven't researched that further yet. At the moment, we still maintain the stakeholder registry offline (Excel).

I don't know if you saw the new capability to integrate ServiceNow PPM with MS Teams (or if you even use Teams). It adds a Related Link to allow a Teams Channel to be created automatically from the ServiceNow Project. I'm thinking we don't even attempt to maintain the stakeholders/team in ServiceNow as we're already on a path to focus all "collaboration" into Teams instead of ServiceNow. The integration would appear to give the best of both worlds as, for example, task assignment in ServiceNow can result in a chat message to the assignee in Teams.

Re: Manage Stakeholders List

Mamta9 — Fri, 29 Jan 2021 13:21:57 GMT

Hi SK,

There is a way to prohibit rolling up of stakeholders on Portfolio level?

There is a business rule written on dmn_demand table which does the entry into stakeholder register.

You can disable this business rule-

Its upto every organisation how do they want to maintain the list. Our org does a half yearly review of the register and removes not needed stakeholders. Addition is a continuous activity.

Regards,

Mamta

Re: Manage Stakeholders List

Rae Ann Prasnic — Mon, 01 Feb 2021 18:25:42 GMT

Stakeholders to ServiceNow are used for two things: Approvals and Assessments.

Often demand and project managers want a list of TEAM members - which is not what Stakeholders is for and ServiceNow does not offer a related list for tracking OOTB.

As Mamta suggested, you can make changes to the business rule so it doesn't roll up. You can also clean it up on a regular basis. But you can also tell your demand and project managers to keep their fingers off stakeholders and ask your ServiceNow team to add a "Team Member" related list to give your users what they want.

Hope this helps, Rae Ann

Re: Manage Stakeholders List

Vaishnavi35 — Fri, 10 Mar 2023 15:57:00 GMT

Hi Mamta,

If you can help me here please?

https://www.servicenow.com/community/spm-forum/stakeholders-selection-in-the-related-list-under-demand-and/td-p/2459894

Thanks & Regards,

Vaishnavi

Re: Manage Stakeholders List

JR Laprime — Mon, 19 Aug 2024 21:20:37 GMT

Would you or any other SPM SMEs be able to elaborate on this proposed solution? Is @Rae Ann Prasnic suggesting that a custom related table be created called "Team Members" or is there an out of box "Team Members" related list available that can be exposed?

Based on this explanation I would suggest that:

ServiceNow instead rebrand the current Stakeholder related list in SPM (Demands and Projects) to "Approvers."
ServiceNow expose a new related list specific for Stakeholder Registry in PMI alignment. The format as presented today is great, but would need to create a 1:many relationship to enable any given stakeholder to map to multiple demands/projects each with their own individual scores/answers per SPM artifact (not portfolio centric).

Re: Manage Stakeholders List

Devanshu Singh — Tue, 29 Jul 2025 06:16:10 GMT

Hi @Mamta9 ,

I have disabled the mentioned business rule. But I can still find it getting rolled up to the portfolio level.

Do you have any other solution ?

Re: Manage Stakeholders List

skumar_srbh — Wed, 12 Nov 2025 11:17:13 GMT

after disabling the business rule, it does not populate the stakeholder list in demand/project from Portfolio, but yes still it does roll up to Portfolio record. wondering if you managed to get to the root of this... having similar scenario.
Thanks !!!

Re: Manage Stakeholders List

Devanshu Singh — Wed, 19 Nov 2025 06:06:47 GMT

Hi, I didn't get the exact root of this. But I found a workaround to achieve this requirement.

I just empty the portfolio field on the stakeholder form after a new record is created, that breaks the relation between portfolio and stakeholder and stops the roll up to portfolio record.