internal control board report q1 2015

Internal Control Board Q1 report

ICB Job Description

AIESEC International Q1 2015 Report

ICB Bottomline ICB is the main responsible of: What: Decision Making: The ICB is the final decision making body regarding Exchange quality. How: ICB solves cases whenever MCs cannot find a common conclusion, gives consultancy, guides ECBs and Audits entities. We cooperate with FLB regarding legality of exchange programmes, Expansion Board regarding starting operations in new entities, AI regarding standards fulfillment and Internal Auditor regarding health of the organisation.

People Involved Ola Sawicka: Chair Carolina Coreiro: Case Solving Dean Ivancevich: Consultancy Courage Wermacht: Entity Quality Boards Petra Cvetanovich: Audit Olga Chetverukhina: Communications

Chair

Communica=ons Case Solving Consultancy Audit ECB

Performance update:

Overal highlights


Q1 ACTIVITIES CHECK

Additional responsibilities:

•  2 cases of sexual harassment (rape)

•  4 cases of mobbing

•  1 case of documents falsification

•  1 case of racial discrimination

Additional Initiatives:

•  Sexual harassment and mobbing protocol

• Operations minimum conditions

ICB Feedback after IPM in Cambodia: Overall satisfaction level of GP – 3.21 / 5 # of entities that have filled in the survey – 51 (37.5%)

Presence:


Q1 ACTIVITIES CHECK

Consultancy at International Conferences:•  IPM – 18•  XPROs - 64

4.45

4.20

4.82 4.82

Sa=sfac=on: Competence: Professionalism: Recommenda=on

XPRO (1-‐5 scale)

Consultancy:


Q1 ACTIVITIES CHECK

Consultancies: •  In term 14-15 we have delivered 250

consultancies overall •  In Q1 number of consultancies is 50 • We are dropping in YTD number of

consultancies when conpared to term 13.14 (-4,8%)

Zendesk Implementation: •  Implementation completed in ICB

operations and consultancies and all communication from and to ICB is done via zendesk

Break realizations: •  ICB is currently not finalizing break

realizations on EXPA as we do not have that option made available to us . We keep data in our records and will do it ASAP after function gets enabled.

•  Continue reporting when realizations are broken.

Q2 evolution


§  Zendesk: §  FAQ on Zendesk §  Estimated time of completion: End of April

§  Consultomania: §  Consultancy spaces on webinnars §  Starting from end of April

Good to know:


•  Communication with ICB: •  Avoid copying EP in communication related to ICB when you as MC member is placing a complaint to

ICB. EP most likely does not know about role of the ICB and the whole thread might confuse her/him even further

•  Lack of answer from entity: •  If an Entity representative discontinues answering on ICB emails we are not obliged to render

additional support as our work is dependent on Entity 2 ICB communication. •  MC2MC communication requirement for case opening:

•  If an Entity files an case without proof of MC 2 MC communication the case will not be accepted. We can not accept cases if the clause 6. Complaint Procedure in XPP was not followed which states: c) Step 3. (National Level): If Step 2 has been tried and failed, the both sending and hosting entity should inform their MC that will work together to solve the issue. In addition, they may share the issue over the Global Network. Please take not that this does not mean that we can’t be approached regarding case procedure and how to fill an Official case application template

Case solving:


Q1 ACTIVITIES CHECK

Cases overview: •  Cases last year 19, this

year 29 •  In Q1 number os cases

7.

How to file a case booklet : •  Implemented.

7

19

29

Q1 2014/15 2013/14 2014/15

10 – Absolute Growth Rate 53% -‐ Rela=ve Growth Rate

Good to know:


§  Case responsible on MC side §  ICB informs about the case ECB or Standards and Satisfaction responsible stated in the Global MCVP

search tool, make sure you have the right person mentioned there. §  New regulations regarding answering emails:

§  As legislated at IPM, in case MC does not reply within 48h without prior notification, ICB continues the process of solving the case as if the entity would not have anything else to add.

§  Big attachments sent to Zendesk: §  In case you do not receive your solution within the deadline, please contact us directly (chair or case

manager) hence we have experience emails not being carried via Zendesk to some recipients

ECB:


Q1 ACTIVITIES CHECK

ECB Education Materials •  Producing key education

materials for ECBs globally •  Produced materials on NPS,

CEM, CI etc

ECB Certification Criteria •  Evaluating and certifying ECB

to ensure standard delivery and constant evolution

•  Define 5 key blocks and measurement scales

Q2 evolution


•  ECB Summit •  A summit for ECB Chairs to share ideas, GCPs and learn from each other •  Defining agenda content and summit date •  Preparing sessions and materials for summit

•  ECB Resource Hub •  A one stop platform for ECBs to get and share resources and information •  Design and materials ready to implement •  Waiting on Michael AI to set up the platform on EXPA

•  Consultancy: •  Follow up an consultancy for Entities implementing ECB this year •  Follow up on Audit report implementation in Audited entities

•  ECB Certification •  Presenting Criteria to chairs and MC for input •  Piloting the Certification criteria (if possible)

Communications:


Q1 ACTIVITIES CHECK

Crisis Communication Guide • Guidelines for the network on

what to do and how to behave in crisis situations

• The Guide was poster in the March newsletter

Infographic on case submission • Visual step-by-step guide on how

to submit a case to ICB • Currently on the stage of

finalisation

ICB Article on EXPA• Wiki with ICB and standards

related information for internal use • Currently in progress

Monthly Newsletter• Sent every beginning of the month

to MC VPs X, MC VPs BD, ECB Chairs, Standards Managers and AI VPs Operations

• 2 newsletters sent in Q1

Online presence on Facebook• Number of fans grew 30% in Q1

compared to Q4 • Online campaigns My Stand for

Standards, Good Reads, Chair Talks, quotes related to standards

Q2 evolution


§  ICB section on AIESEC.org website: §  Having main information on exchange standards and ICB as a global enforcing body available to the

external stakeholders §  Est. launch time: middle of April 2015

§  Translation of XPP §  Having supporting versions of XPP in Spanish, French, Russian and Mandarin §  Est. completion time: end of April 2015

§  Standards Academy §  Unified certification system for individuals that allows them to become ambassadors of standards

knowledge and promotion §  Est. time of webinars: throughout Q2

§  Webinar on the new XPP §  New version of XPP aligned to the new customer flow is planned to be launched in IPM 2015 §  Est. time of webinar: end of April 2015

Audit:


Q1 ACTIVITIES CHECK

Ghana, Togo, Nigeria audit report •  Report summarized for and presented on IPM.

Audit framework adjusted and virtual audit planned. 3 reports delivered to the global plenary

Pre audit data gathering: •  100 % completed, reports for each entity

shared with the global plenary on IPM, map made based on this report with red, green and yellow coloring.

•  AN request sent out to all entities – report in Q2

•  Auditing process of the network stopped by global plenary

H1 appendix •  Changes proposed, motion did not pass

LC Kocaeli, LC Mumbai, AIESEC in India auditing •  3 Reports delivered to the global plenary on

IPM, Physical audit of LC Mumbai completed.

Q2 evolution


§  Sexual Harassment and Mobbing guidelines: §  Timeline set, responsibilities shared

§  Nigeria, Togo, Ghana virtual audits §  AN check up and report

internal control board report q1 2015

Documents