AIESEC’s NewGlobal Information System

1. Why a new GIS now?

2. What are the key changes in TM with the

new Customer Flow?

3. Why and what of the Business Rules in

TMP/TLP?

4. How will LC JD’s change?

5. Testing and Implementation

6. The resources

7. My questions

Flow of this Session

Why a new GIS

From 1948 until 2011 we provided

257,079 exchange experiences

We aim to deliver nearly 1 million experiences by 2015

(cumulative XPs from 2010-2015).

That’s 60% growth in GCDP and 220% in GIP

…in the next 18 months

We are a purposeful, collaborative, and

driven generation of 100,00 young leaders,

ready to achieve 2015 and beyond

But we’ll never make

this jump with

yesterday’s processes

and today’s

WHY NOW?

& If we can connect our resources…

100,000

members of Gen

2015

Opportunity Portals

for EPs

and Members

MarketPlace

Business Intelligence

for all our members

and customers NPS

...We can achieve 2015

GIS

External Competition:

External threats:AIESEC’s competitors provide some of the

same services as we do, but much faster

Customer feedback Our customers say our communication

effectiveness and processes need

improvement

Customer Centric SystemsTo provide excellent customer experiences,

we need a system that supports that

experience from the first point of engagement

until experience completion

& there’s even more REASONS...

Current systems

are expensive

So many

unconnected

systemsOld and inflexible

technology

Frequent System

Failure

Internal Challenges:

And don’t forget these...The bottom line?

need to become

We

So what are we doing?

Leveraging modern technologies to develop a new Global Information

System to optimise our processes and provide powerful business

intelligence to speed up operations.This will replace myaiesec.net, the Net Promoter Score platform, the Global

Online Registration System, the Opportunity Portal and the MarketPlace and

put them all into one connected system.

IN a nutshell? A FASTER& SMARTER

AIESEC

10 years from now...

WE WILL SAY...

We achieved 2015 & beyondby empowering a generation

with the technology to be

smarter and fasterthan ever before

So let’s look at our current customer

flows and how those will change for GIP, GCDP, and TMP/TLP

A customer flow is the activities a

customer experiences from their

first interaction to the final

delivery of the service. For

example, everything that

happens to the EP in the

Ra/Ma/Re customer flow. If

AIESEC made their customer

flow smarter and faster, I think

they could achieve 2015

KEY CHANGES FOR TM

- SIGN UP: The GIS will have an OP for TMP/TLP. Opportunities can be promoted to external

students or even internally within the organization (within the same LC/MC or a different LC/MC).

This will ensure every person who applies to a role / opportunity has the right expectations and the

right person is matched to the right profile.

- SELECTION PROCESS: The interview/screening process will happen online and will be more

scientific and can be standardized by AI/MC and then customized by MC/LC as well.

- TEAM MINIMUMS TRACKING: All team standards will be tracked on the GIS and every team

will get notifications to ensure they are fulfilling the team standards. The team standards will also

help measure the goals vs. achieved of a member and of a team. There will also be a calculation of

team minimums fulfillment rate and fulfilment rate of each team minimum.

KEY CHANGES FOR TM

- RESOURCE HUB: All educational material will be stored and shared through the Resource Hub, which will filter and

recommend to users and teams to view content that is most related to their function/role and can also search for content.

- LEAD: On the GIS, entities can add LEAD content which is completely customized to roles and this will be connected to

team minimums, and available in the Resource Hub as well. It will also be connected, eventually, with a new Assessment

Tool to be embedded in the team member process.

- UP-SELLING: The GIS will automatically show TMP/TLP participants opportunities that suit his/her profile in GIP and

GCDP or TMP and TLP and vice versa to GIP/GCDP participants as well.

- LC LEVEL STRUCTURES: Exchange processes will be optimized - team structures and member JDs and KPIs will go

through some changes

- TM BI will be immediately tracked just by following Team Minimums

- TMP/TLP Opportunities will be aligned to the Talent Planning

- Better resource management inside the LC/MC

- Clear contribution of LC teams towards entities’ goals

- Better, faster and easier recruitment and talent allocation

- Clear role and contribution of TM in all ELD programmes and processes

So let’s look at our current customer

flows and how those will change for GIP, GCDP, and TMP/TLP

Why and what ARE

The reason why behind business rulesBy having business rules we become more clear and effective

By having business rules,

we drive our network as

one to have a clear &

“clean” system, with

accurate opportunities.

By having business rules,

we drive our network as

one to be more effective,

by having faster

processes, run by

business intelligence

Smarter & faster

TMP/TLPBusiness Rules for the proposed customer flow For AUGUST Launch

Sign Up Stage

View is based on matchability and profile completeness for external TMP TLP

Applicant

If the person creating role (LCVP or MCVP or someone with EB role) wants a

role to be viewed by anyone who applies to TMP or TLP irrespective of

matchability then that it possible

Internal TMP/TLP participant can view all opportunities within his/her committee

(with recommendations of matchability for each opportunity based on profile and

experience)

All created roles should be for a minimum of 56 days duration

Minimum % of information to complete in order for it to be a sign up - specified in

sign up/profile questions

Smarter & faster

TMP/TLPBusiness Rules for the proposed customer flow For AUGUST Launch

Apply Stage

A person can only apply to opportunities after completing profile

A participant (internal or external) can apply for a maximum of 3

opportunities at the same time

If after application, a certain applied opportunity gets matched to

someone else/erased/the person who applied is rejected, he/she can

apply for more opportunities

Business rules that MCs can customize at Apply stage:

Number of days within which a LC/Committee needs to respond to

application

Number of applications one opportunity can have

Smarter & faster

TMP/TLPBusiness Rules for the proposed customer flow For AUGUST Launch

Match Stage

Only EB role allowed to assign match to TMP & TLP

participants

For a TMP role, the TLP of that particular team can

also assign match

TMP or TLP participant has to accept match when

he/she gets notification after they have been assigned

the match

As soon as someone is assigned a match, the start

date and end date is confirmed but can also be edited

after

Every member in a committee should be in a team

Smarter & faster

TMP/TLPBusiness Rules for the proposed customer flow For AUGUST Launch

Realized Stage

1. Team minimums tracker

2. The team views operational education content (Resource

hub) of the function they have been assigned to first but can

also search/select other materials too

3. Realization breaks can only be done by a person with EB

rights

4. A TMP or TLP role is considered a realization on the start

date of indicated in the role (once created or edited at match)

5. In case a team experience already started but a new role is

created inside, it is possible to allocate new members and

their start date is start date of role, and end date same as

team

To be customized by MC:

Frequency of tracking of team standards

Smarter & faster

TMP/TLPBusiness Rules for the proposed customer flow For AUGUST Launch

Team Minimum 1: TEAM

•At least 3 members in a team - Updated automatically by the

system

•Team Experience at least 2 months - Updated automatically by the

system

•Each Team having a team purpose - By Team Leader/EB rights

•Weekly/Bi-weekly team meetings for performance management

and tracking - By Team Leader/EB rights

•Monthly/Quarter Reviews – Optional for teams living a 3-6

months experience and advisable for LCEB and MCEB teams -

By LCP/MCP for their LCEB or MCEB teams only

Team Minimum 2: PLAN

•Team Plan with clear team success and MoS

- TL/EB rights, needs to be uploaded/link to

be provided if already on the GIS!

•Individual plan per team member with clear

individual numerical contribution to MoS - Can

be uploaded by Team leader and even team

members/person with EB rights , needs to be

uploaded/link to be provided if already on GIS

(Add Goal)

•Re-Planning (For LC EB/MC EB) - TL/EB,

Linked to plan

•Quarter review (For LCEB/MC EB) - Optional

for teams living a 6 months experience and

advisable for LCEB and MCEB teams - By

LCP/MCP for their LCEB or MCEB teams only

. If done by other teams living 6 month terms,

can be updated!

Smarter & faster

TMP/TLPBusiness Rules for the proposed customer flow For AUGUST Launch

Team Minimum 3: JD

•Clear Roles and Responsibilities for each person in the team -

Updated automatically from the system

•Duration of team at least 56 days - Updated automatically from the

system

•Measure of Success - TL/EB rights (Add Goal)

•Competencies required and Competencies developed - Can be

uploaded/answered by TMP or TLP

Team Minimum 4: Training

•Transition for the team - Yes/No by team

members or team leader , space for uploading

•An education cycle including operational and

operational knowledge for the organization - EB

rights/TL

•Training tailored for each JD - Yes/No by team

members or team leader

Smarter & faster

TMP/TLPBusiness Rules for the proposed customer flow For AUGUST Launch

Team Minimum 5: Tracking & Coaching

•Weekly/Bi-Weekly Team Meeting - TL/EB rights

•Individual coaching per month (can be with team leader based

on PGS or with external coach/mentor as well)

•Tracking team and individual performance - Team Member in

the team answers yes or no

•Quarterly Team Meeting (LCEB/MCEB) - Optional for teams

living a 6 months experience and advisable for LCEB and MCEB

teams - By LCP/MCP for their LCEB or MCEB teams only . If

done by other teams living 6 month terms, can be updated!

Team Minimum 6: Evaluation & Reflection

•Individual Monthly Coaching meeting - Team

Member in the team answers yes or no

•Monthly team and individual feedback meetings

- Team Leader/EB rights

•Quarterly team days (LCEB/MCEB) - Optional

for teams living a 6 months experience and

advisable for LCEB and MCEB teams - By

LCP/MCP for their LCEB or MCEB teams only if

done by other teams living 6 months experience

•Development/Assessment of

personality/strengths weaknesses/GCM to

assess development of the team and individuals

through the term

Smarter & faster

TMP/TLPBusiness Rules for the proposed customer flow For AUGUST Launch

Completed Stage

The role is completed when the end date expires

and the team minimums are checked

TMP TLP experiences are measured at

completed

Smarter & faster

TMP/TLPBusiness Rules for the proposed customer flow For AUGUST Launch

Upsell Stage

View opportunities based on matchability, profile

completeness and programme indicated in NPS

Survey (if any) - but they can also browse others

(since it is an internal TMP/TLP participant)

How will our JD’s

with the

new customer flows

Role

• Talent planning and structures to

drive GCDP/GIP in local level

• Create TMP opportunities on

platform

• Review Board and Selection of

applications

• Induction and Education Plan

Key deliverables

• # TMP opportunities

• # Applications per opportunity

• Conversion time

• (apply -> match)

• % TMP opportunities

matched

KPI’s

TMP Front Office

Plan and recruit new members for

your local committee, in order to

have the right people and capacity

to drive GCDP/GIP goals and

provide high quality team

experiences

Mkt-comms

TMP Back OfficeMKT – COMMs Role

- Market value-based promotion

- Promotion strategies to attract

needed market segments

- Online market traffic towards the

programme

- Opportunity marketing strategies

Key deliverables

# Sign-ups

# Apply

Conversion Rate (sign-up -> apply)

Website visits

Website to GIS conversion

Sign-up to apply conversion time

Sign-up to match conversion

KPI’sDriving traffic to online platforms

(website, GIS) and promoting the

programme setting right

expectations and packaging

ensuring

Role

• Talent planning and structures to

drive GCDP/GIP in local level

• Create TLP opportunities on

platform

• Review Board and Selection of

applications

• Induction and Education Plan

Key deliverables

• # TLP opportunities

• # Applications per opportunity

• Conversion time (apply ->

match)

• % TLP opportunities matched

KPI’s

TLP Front Office

Provide further development

opportunities to new or current

members for your local committee,

in order to have the right people

as team leaders to drive

GCDP/GIP goals and provide high

quality team experiences

TLP Back Office

• Opportunity based promotion

• Online market traffic towards the

programme

• Internal promotion

• # Sign-ups

• # Apply

• Conversion Rate (sign-up ->

apply)

• Website visits

• Website to GIS conversion

• Sign-up to apply conversion time

• Sign-up to match conversion

Driving traffic to online platforms

(website, GIS) and promoting the

programme setting right

expectations and packaging

ensuring

MKT – COMMs Role

Key deliverables

KPI’s

TM for OGX GCDP

GCDP Back Office

Role: Provide support for recruitment and education

of GCDP EP's, and also development plan for team

members' development, offering high quality front

and back office experiences.

Key deliverables:

- Support in selection of EP's

- Responsible in delivering LEAD for EP's

- Education and trainings for team members

- Team Minimums tracking and education

KPIs:

# IxP

% Members allocated in the programme

% Team Minimums fulfillment

TM for ICX GCDP

Role: Provide support for recruitment and education of

GCDP EP's, and also development plan for team

members' development, offering high quality front and

back office experiences.

Key deliverables:

- Support in selection of EP's

- Responsible in delivering LEAD for EP's

- Education and trainings for team members

- Team Minimums tracking and education

KPIs:

% productivitity

# members allocated in every project

% team minimums implementation

NPS

% Promoters

% Response Rate

TM for OGX GIP

GIP Back Office

Role: To guarantee the L&D of the oGIP

team for a good development and

delivery of the members

Key deliverables:

1) Guarantee Team Minimums delivery

2) To deliver Educational Cycle based

on the members needs

KPIs:

%Productivity

# Members allocated in every project

% Team Minimums fulfillment

% Response Rate

# IXP

TM for ICX GIP

Role: To guarantee the L&D of the IGIP team

for a good development and delivery of the

members

Key deliverables:

- 1) Guarantee Team Minimums delivery

2) To deliver Educational Cycle based on

the members needs

KPIs:

• % productivitity

• # members allocated in every project

• % team minimums implementation

• NPS

• % Promoters

• % Response Rate

5 Simple steps to test THE GIS

1.

Register to the

system

2.

Log in to the

system

3.

Do specific

actions which

are specified in

this user guide

4.

Give feedback

after each action

(even when you

like everything)

5.

Come back to

test the system

and check if you

like the changes

https://aiesec.zendesk.com/hc/en-us

http://www.aies.ec/#landing Check aies.ec which is updated with all the

information about the GIS. You can find there

- All customer flow videos & previous

webinar

- Implementation plan template

- GIS session example with video

explanation

- GIS testing guides

Visit the site constantly as all new materials are

being uploaded

Read the FAQs which are being

constantly updated

Go through all the GIS

newsletters that have been

sent to MCPs (ask your MCP to

forward it)

Check it in your inbox every week

What is going to happen until IC:

Finishing of system development

Cleaning data before the final migration

First round of system testing (4 guides

already out)

Creating proposals for the refreshed

financial model (due to the new customer

flows)

Every MCP will get an account who can after

give accounts for the MC members & LCPs

Timeline before IC

What should i do before ic:

Contantly update the MC checklist

Select a GIS responsible from your MC (who is not the MCP)

Read all released materials

Create a detailed implementation plan & submit it to AI

Run session with your LCPs (& possibly all EBs) about why,

how, what of the GIS

Test the Beta version of the system & give feedback

Understand in details (with the whole MC) what changes the

new customer flows will bring to your entity

Reject all EPs and TNs with starting date earlier than 15th of

August (we won’t migrate older EP&TN forms) DDL.:15th of

August

Myaiesec.net will be still running and we will still run operations there

We will continue to test the GIS (in more details, with more functions) and give feedback

about bugs or anything that should be changed until the final switch

The development of the GIS will continue based on that

Data will be migrated at the end of every day from myaiesec.net to the GIS

Except for files: those will be migrated only twice: once in August and once finally in

October

The two system won’t be complete mirrors so matching & realization should mainly still

happen on myaiesec.net

What is going to happen between IC and the end of October?

To give feedback and make sure that the time of the switch the system is working the best

possible way & has the fewest bugs possible

To understand the logic of the system and get comfortable using it

To start training your members & make sure that „business goes as usual” after the switch

To participate in a competition including the whole network (details coming at IC )

Why should I test the GIS if operations will be still done on myaiesec?

Continue filling the MC checklist

Educate your membership in large scale on what the new customer flow will mean for

them

For example: how their roles changes

Test the GIS weekly and get to know the system (log in as offen as you can)

Give feedback to the system

Decide on where to charge the EP fee

Make sure that LCs have a clear implementation plan about customer flows & GIS

Fill country partnerships & entity goals in the system

What should I do from IC till the end of October