AIESEC’s NewGlobal Information System

1. Why a new GIS now?

2. Why and what of the Business Rules in

GCDP?

3. How will LC GCDP structures change?

4. Testing and Implementation

5. The resources

6. My questions

Flow of this Session

Why a new GIS

NOW?

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

So let’s look at our current customer

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

WHy and whatbusiness rules?

The reason why behind business rules

By 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 oGCDPBusiness Rules for the proposed customer flow For AUGUST Launch

SIGN UP APPLY MATCH REalize COMPLETE Re-integrate

View is based on

profile

completeness and

matchability.

Members have

unlimited view, though it

is still based on

matchability .

View can be limited,

based on criteria set by

MC.

AlumniSTRANGER

Apply is limited by the

criteria set by MC

Profile needs to be

completed further

before application

The TN application will

be removed if not

responded within 21

days.

EP/ EP manager to complete

contract & AN to approve the

match.

Insurance has to be

uploaded before

changing the status to

realised.

Standards checkboxes

have to be filled before

changing the status to

realised.

TN manager will put the

form on realised.

Internship is completed

when the end date

expires and the standards

have been completed.

Standards (till completed)

checkboxes need to be

filled before changing the

status to completed.

Students can add

unlimited number of

issues and country

preferences.

Students can apply to a

maximum of 15 TNs.

If a person is not applying/

searching/ in an

application process for

over 30 days, the person

becomes an inactive lead.

TN manager needs to

complete TN contract & AN

and confirm the starting and

end dates.

EP & TN managers need to

approve the match before the

EP can approve the match.

EP can’t be matched to 2

TNs, unless the 2nd TN

starting date is > 6 weeks

from the 1st TN.

Once AN is sent, EP will be

asked if they want to keep

their other applications. If not

responded, they wil be

removed in 15 days.

Smarter & faster iGCDPBusiness rules for the proposed customer flow For AUGUST Launch

Only completed

project profiles will

be displayed on the

opportunity portal.

Only 1 master issue

and 2 sub issues per

project

Projects can have a

general date in the

description. TNs can

have separate dates but

the project date is set as

default.

SIGN UP APPLY MATCH REalize COMPLETE Re-integrate

AlumniSTRANGER

Once an EP applied for

your TN, you need to

respond within 21 days

before EP is removed

from your EP pool.

You can like up to 15 EPs

at the same time with

more than 50%

matchability and up to 5

EPs with less than 50%

You can allocate EPs in

other TNs as long as it’s

under the same project.

Indemnity form,

acceptance note and

digital signature need to

be completed before

match.

Insurance has to be

uploaded before

changing the status to

realised.

Standards (till realise)

checkboxes has to be

filled before changing the

status to realised.

Standards (till completed)

checkboxes need to be

filled before changing the

status to completed.

TNs can be re-raised

under he same project

with new dates.

Project Start Date >

Current Date and

Duration > 6 weeks.

You can unlike an EP

as long as you haven’t

sent an AN.

Reminder notiication can

be sent to TN taker after 3

and after 9 days of

applying until

communication is initiated.

TN and EP manager

need to approve the

match.

After the match is made,

the start and end dates

need to be reconfirmed.

MC can set materials to

send automatically to EPs.

HOW our structureswill change?

Role

- Alignment with MKT to guarantee a

marketing strategy based on market

opportunities

- Support LEAD for Eps

- OPS delivery

- Guarantee legal support and insurance

for the EP

- Ensure tracking and support to EP

during the process

Key deliverables

Conversion Rate (Apply -> MA)

# MA

# RE

# Complete XP

kpis

Ogcdp front office

Lc structures Towards the customer flow implementation

1) To capitalize on the business intelligence to

work with more accurate marketing strategies

for promotion (MKT synergy)

2) To guarantee the right alignment with ICX

partners for promotion alignment (MKT

synergy)

3) To deliver expectation setting and

alignment for the EP (LEAD, OPS, interview

alignment)

4) To guarantee a good delivery and fast

response to any necessary Fire Fighting

5) To make process improvement based on

customer feedbacks.

MA Time

NPS

% Promoters

% Response Rate

Mkt-comms

tm

finance

Ogcdp back office office

Lc structures Towards the customer flow implementation

Role: Driving traffic to online platforms (website, GIS)

and promoting the programme setting right

expectations and packaging.

Key deliverables:

- Targeted attraction

- Management of sign-ups as potential leads (direct

marketing with opportunities connected with

matchability)

- Incentives to actively search / apply to TNs

- Showcasing of the partnerships

- Entity Partnerships - based marketing

KPIs:

# 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

NPS satisfaction

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

Role: Ensure LC sustainability

implementing new Financial

Model aligned to GIS

Role

- Sales for NGOs

- Deliver projects according to the

issues

- Deliver a very clear form and

alignment on the TN side needs

for the OGX interview

- Ensure LC2LC partnerships and

S&D delivery

- Ensure LEAD and IPS delivery

- To make process improvement

based on customer feedbacks

- To guarantee standards delivery

Key deliverables

- # Sign Ups

- # MA

- # RE

- # Complete XP

- MA Time

- NPS

- %Promoters

- %Response Rate

kpis

igcdp front office

LC STRUCTURES Towards the customer flow implementation

To ensure leadership development of

the EPs through a GCDP experience

with right alignment in the delivery of

the experience

tm

Mkt - comms

finance

igcdp back office 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:

% productivitity

# members allocated in every project

% team minimums implementation

NPS

% Promoters

% Response Rate

Role: To facilitate the promotion of iGCDP TNs

according to the EY Partnerships and create the

right expectation in the EP side

Key deliverables:

- to guarantee alignement of the TN forms to make it

more attracted in the OP

- showcasing of the experiences

KPIs:

- #applications per TN (opportunty Marketing)

- TN Match Rate (opportunity marketing)

- TN Match Time (opportunity marketing)

- % of applicants above 80% matchability (efficiency

of marketing)

Role: Ensure LC sustainability

implementing new Financial

Model aligned to GIS

LC STRUCTURES Towards the customer flow implementation

TESTING & IMPLEMENTATION

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

STARTS TODAY!!

THE RESOURCES

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

My questions

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