GOVERNANCEELECTRONIC

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“E-Governance is the application of Information and Communication Technology (ICT) for delivering government services, exchange of information communication transactions, integration of various stand-alone systems and services as well as back office processes and interactions within the entire government frame work.

The importance of using technologies and electronic methods to manage organizations through the example of AIESEC.

TODAY

THE ROOM?WHO IS IN

BACKGROUNDORGANISATIONAL

VisionPeace and fulfillment of humankind’s potential

Develop responsible and entrepreneurial leadership for a positive impact in society

Impact model

ORGANISATIONAL BACKGROUND

world's largest

youth-run

organization

Platform for youth

Experience

leadership

International

Internships

Global Learning Environment

ORGANISATIONAL BACKGROUND

Operations• Professional Exchange Management• Volunteering Exchange Management• Talent Management• Marketing• Financial Management

ORGANISATIONAL BACKGROUND

18 to 25 years old No relevant experience Volunteering basis Change leadership body every year Little control and command mechanisms High cooperation between entities needed Five year ambitions

AIESEC MODEL

ORGANISATIONAL BACKGROUND

Conferences annually

Partner Organisations

Universities

Alumni

Of Experience

Members

Countries & Territories

International Professional Internships

International Volunteering Experiences

Leadership Experiences

86.000

114

5.000

15.000

24.000

500

8.000

2.400

1

Million

64 years

ORGANISATIONAL BACKGROUND

What makes it work?• Shared purpose• International Policies• Cooperation for exchange delivery• Process and Timeline alignment• Knowledge & information

management

Integrated Online

Platform

ORGANISATIONAL BACKGROUND

INTEGRATION OF GLOBAL IS

Exchange matching during conferences.1950

INTEGRATION OF GLOBAL IS

1970 Introduction of computer based IS to smooth matching at conferences and track development of exchange.

1980 Internal communication via bi-yearly printed newsletters delivered across the world. Primary communication tool was fax.

1990 Implementation of first online matching system increased information flow but brought challenges in infra-structure and education.

2000 Introduction of Myaiesec.net, an integrated platform for exchange and knowledge management, as part of a long term IS plan.

2006 2007 2008 2009 2010

23161

28332

35015

49277

54591

51856751

7724

9920

15299

4097 44495544

8532

13328

Introduction of a new system

(MyAIESEC.net)

Clear Organisational Goals across

global network

Ongoing Recruitment

Flexibility of Processes

MyAIESEC.net increases ownership with new

functionailites

Members

Leaders

Exchange

INTEGRATION OF GLOBAL IS

INTEGRATION OF GLOBAL IS

FunctionalitiesINTEGRATION OF GLOBAL IS

Account settings, File Library, Personal Development ToolsExperience

Connect Forum, Create contact groups, Write news.

Resources

Upload files, create wikis.

Programs Process management of different programs (Upload, Search internships, User administration, Role assignment, etc.).

Analysis Analyse current and past results, ranking reports.

Benefits• Real time access to global exchange information• Process alignment• Real time data analysis• Track global performance• Share knowledge and resources• Identify best case practices in the network• Connect to members around the world• Easy transition into different programs• Track personal development

INTEGRATION OF GLOBAL IS

BREAK

DAILY OPERATIONS

MANAGEMENT

Team Management• Team and Role

Creation• Role Assignment or

Application• Team Information,

Goals and Resources

DAILY OPERATIONS MANAGEMENT

Exchange Management• Upload Internships• Create Interns profiles• Searching Internships/Interns based on

different filters• Manage Internship status (new,

available, matched, on hold)• Applying for internships• Statistics

DAILY OPERATIONS MANAGEMENT

Experience Management• Competency self-assessment• 360º assessment• Apply for different opportunities

DAILY OPERATIONS MANAGEMENT

CommunicationDAILY OPERATIONS MANAGEMENT

• Conversations• Contact Groups• Team or Entity Pages• Notifications• Announcements• News

Conversations

ConversationsDAILY OPERATIONS MANAGEMENT

Contact Groups

Contact GroupsDAILY OPERATIONS MANAGEMENT

Pages

PagesDAILY OPERATIONS MANAGEMENT

Notifications

NotificationsDAILY OPERATIONS MANAGEMENT

Announcements

AnnouncementsDAILY OPERATIONS MANAGEMENT

NewsDAILY OPERATIONS MANAGEMENT

KNOWLEDGEMANAGEMENT

Content Sections• Files• Official

Documents• Wikis• Library• Bookmarks &

Subscriptions• Search• Support

KNOWLEDGE MANAGEMENT

KNOWLEDGE MANAGEMENT

Files

Online Learning Centre

Official Documents

KNOWLEDGE MANAGEMENT

Wikis

Wikis

KNOWLEDGE MANAGEMENT

My Library

Library

KNOWLEDGE MANAGEMENT

36

Bookmarks and Subscriptions

KNOWLEDGE MANAGEMENT

Search

KNOWLEDGE MANAGEMENT

Practices• Clear Framework– Used Rules & Standards– Navigation Bar to connect Wikis and

Files

• KM must be institutionalized– After every project has a framed

documentation– KM team responsible

KNOWLEDGE MANAGEMENT

LEARNINGS

Key Learnings from AIESEC• Importance of education and system adoption

(relevance, user-friendly and incentives)• Continuous development of the platform is needed• Understand how the system can drive organizational

growth

LEARNINGS

What to take back?• How can an electronic platform

contribute for higher management efficiency in my organization?

• What features are needed to better serve the different stakeholders?

LEARNINGS

• Centralize and share information within organization to improve cooperation and coordination between departments

• Analyze operation’s development and track performance

• Real time data• Knowledge Management• Educate and create the need for system use

What to take back?

LEARNINGS

QUESTIONS?

THANK YOU