gcdp quality strategy - logistic issue
TRANSCRIPT
Logistic GCDP Quality Strategy
Logistic and living is the minimum standards of our exchange programme
Safety of our EPs is our responsibility
Higher scale requires better management
The Content
Understanding the issue of
logistics in GCDP
Role of Sending and Hosting
entity in solving logistic issue
Key Activities in solving the issue
Talent Capacity in delivering logistic issue
Understanding the Logistic Issue
Accommodation not well planned and prepared
Capacity of Accommodation not aligned
Pick up not provided and its information
Expectation for Living cost not aligned
Accommodation Management
Activities in solving the issue
Accommodation Standards
Pick up Management
1. Accommodation Standards
Accommodation Standards
Why?To set the right expectations to EPs on the accommodation which hosting entity is providing.
Who?Project team member who is responsible for EP delivery
How?Setting accommodation standards for hosting which applies to all LCs.
Suggested content for accommodation checklistMaximum time for EP to get to workMaximum number of people living in one
house/apartment, maximum number of people living in one room, and maximum number of
people per bathroomMinimum amenities (internet, hot water, shower,
stove, heat, air conditioning, etc) Minimum furnishings per person (1 bed with clean sheets, 1 pillow, 1 blanket, 1 desk, etc)
1. Accommodation Standards
EP has temporary accommodation from arrival
EP must be given two weeks’ notice if accommodation has to be changed
Neighborhoods EPs cannot live in for safety reasons
2. Accommodation Management
What?Certain solutions in how to manage accommodation for interns
Who?Project team member who is responsible for EP delivery
How?1. Hosting Family programme2. Trainee house3. TN Hosting
Accommodation Management
2. Accommodation Management
What are the key activities in accommodation?
Individualcontribution
Hosting Family Programme
TN HostingAIESEC
Trainee House
2. Accommodation Management
What are the key activities in accommodation
Individualcontribution
Hosting Family Programme
What?Creating hosting programme to invite people in becoming host family for AIESEC interns
How?• Clear value proposition for hosting
programme• Clear information on duration,
responsibilities, standards for hosting• Clear expectation setting in hosting
international people
2. Accommodation Management
What are the key activities in accommodation
Individualcontribution
AIESEC Trainee House
What?Renting apartments, houses, or dormitories for AIESEC interns
How?• Having a housing partner to have
discounted price on the rooms• Follow the accommodation standards
in terms of capacity, room conditions, etc
2. Accommodation Management
What are the key activities in accommodation
Individualcontribution
TN Hosting
What?Having agreement with TN to be part of hosting programme for AIESEC Interns
How?• Agreement of hosting to be part of the
TN contracts• Follow the accommodation standards
in terms of capacity, room conditions, etc
2. Accommodation Management
Implementation for tier 1 and tier 2
Implementation using the 3
solutions for accommodation:
TN Hosting, Hosting Family
Programme, Trainee house
Ensuring that all Ep has accommodation provided
Following the standards of
accommodation set nationally
Having planned revenue stream
for trainee house programme
(sponsorship, fundraising, EP contribution)
Note: using outgoing function (OGX) revenue stream is not recommended!
Following the standards of
accommodation set nationally
2. Accommodation Management
Implementation using the 1-2 solutions for
accommodation: TN Hosting,
Hosting Family Programme,
Trainee house
Ensuring that all Ep has accommodation provided
Implementation for tier 3 and tier 4
Start with hosting
programme through AIESEC
members
3. Pick Up Management
What?LCs to have certain options for providing pick up for EPs
Who?Project team member who is responsible for EP delivery
How?1. Pick up schedule management2. Partnership with transportation company
Pick Up Management
2. Accommodation Management
What are the key activities in pick up management?
Individualcontribution
Pick up scheduling
Partnership with
transportation company
2. Accommodation Management
What are the key activities in pick up management?
Individualcontribution
Pick up scheduling
What?Managing pick up for interns during peak time realisation based on schedule.
How?• Have a clear information where is the
pick up point (based on standards, pick up has to be on the first touch point of the EP in the hosting entity)
• Have a clear information on when is the pick up will be
2. Accommodation Management
What are the key activities in pick up management?
Individualcontribution
Partnership with
transportation company
What?Having agreement with TN to be part of hosting programme for AIESEC Interns
How?• Agreement of hosting to be part of the
TN contracts• Follow the accommodation standards
in terms of capacity, room conditions, etc
2. Pick Up Management
Implementation for tier 1 and tier 2 Ensuring that all Ep are picked up in their first touch point
Implementation using the 2
solutions for pick up: Pick up
scheduling and partnership with transportation
company
Set Right expectation with
EP on Pick Delivery. This
should be part of standard
communication
For safety reasons, all
transportation mean has to be
based on a official transport
in the hosting entity
2. Pick Up Management
Implementation for tier 3 and tier 4 Ensuring that all Ep are picked up in their first touch point
Having pick up scheduling
planned
Set Right expectation with
EP on Pick Delivery. This
should be part of standard
communication
For safety reasons, all
transportation mean has to be
based on a official transport
in the hosting entity
Role of MC Sending Entity
Make sure LCs are setting reasonable
accommodation expectations in
their recruitment
Confirming and aligning to
entity partner on
accommodation expectations
Getting confirmation and complete
information on pick up delivery
by hosting entity about
transportation
Role of LC Sending Entity
setting reasonable
accommodation expectations in
their recruitment
Aligning information on accommodation
expectations based national
entity partnership
Getting confirmation on pick up delivery
by hosting entity and complete
information about
transportation
Role of MC Hosting Entity
Establish accommoda
tion standards
Informing accommodation standards and
pick up management to entity partners during match
delivery timeline
Establishing national pick up
delivery management
and information
Track the implementation
of accommodation standards and pick delivery management
Role of LC Hosting Entity
Implementing
accommodation
standards
Informing accommodation standards and
pick up management delivery to
entity partners during match
delivery timeline (LC)
Prepare and plan pick up management
delivery for EPs
Talent Capacity in Logistics Issue
HOW?
STEP 1:
Plan for Capacity for Quality
STEP 2:
Structure, JD and KPI in different LC Volumes in
iGIP
STEP 3:
Deliver education and measure
progress
STEP 1: Plan for Capacity for Summer
Use the TM Planning tool to plan
iGCDP
STEP 1: Plan for Capacity for Summer
Here enter number of interns/EPs one
member can deliver Eg: 1 member – 3
EPs
iGCDP
STEP 1: Plan for Capacity for Summer
That number from slide 2 will multiply with Re goal you enter for the quarter so you know how many
members are needed for delivery in each
programme
iGCDP
STEP 2: Create structures for quality delivery
Structures by Volume of
Realizations the LC does
Customize your structures for the
fruit peak if needed
STEP 2:Structure of an iGCDP team to ensure quality with quantity
REFER TO CAPACITY for Quality IMPLEMENTATION – iGCDP PPT (For structures by LC Volume)
STEP 2: JD within the structure
JD of Delivery members in the team
During Raising period During Matching period
During Realization
• Ensure clear and high quality JD in a specific issue segment and for a specific national project
• Clear expectation setting with NGO about role of EP, salary etc.
• Visa Support (The key issue is Eps want MORE and ACCURATE information about the process and documents related to visa)
• As soon as matches are confirmed start working on accommodation
• By now accommodation should be confirmed and ready
• Arrange for EP Pick up and integration into the LC and city
• Trainee Buddy assigned for EP
iGCDP L&D
PrinciplesThe right
message/content
Always message quality with growth or quality driving growth
Quality is embedded into all stages of exchange flow (not just realized)
Balancing quality delivery in iGCDP and iGIP is important
CONTENT PROFILE/TARGET POSSIBLE CHANNELS POSSIBLE TIMELINE
Raising with the right JD, EP Profile and for the right countries
Focus LCs for iGCDP – Customize by issue
LCVPs – knowledgeTLs and team members – training of how to sell
Virtual trainings,Weekly calls with focus LCs VPs and TLs, conferences
MAY!! If you want to do off peak realizations then also in July-Aug but only with the off peak teams in specific high volume LCs
How to use AND measure NPS – Link it to KPI of delivery teams
For LCVPs and Team Leaders of ALL LCs
Virtual channels, conferences, LC Visits May
Detractor issues – how to eliminate them, who is involved, what synergy is needed, what action steps to take
Focus LCs for iCCDP, LCVP iGCDP, LCVP TM
Virtual channels, LC Coaching visits, conferences May and June
CONTENT PROFILE/TARGET POSSIBLE CHANNELS POSSIBLE TIMELINE
Virtual preparation of Eps before realization
LCVP and Team Leaders for iGCDP – should be coordinated by MC, LCVP TM
Virtual May, June and July
Effective AIESEC support to EP for anything to do with logistics or JD/with the company
LCVP iGCDP, TL iGCDP, LCVP TM (to know how to allocate capacity)
Virtual and Physical June and July
Visa information and support
LCVP iGCDP, LCVP Finance
Virtual May-July
Managing high volume iGCDP Quality along with iGIP growth in LCs
LCVP iGCDP, LCVP iGIP, LCVP TM
Virtual and PhysicalMay-July (embed into exchange process)
Balance GCDP GIP quality through structure, JD, KPI
LCVP TM, LCVP iGIP, LCVP iGCDP
Virtual and Physical May-July