ogx annual report

Outgoing Exchange Annual Report

AIESEC-LC-PolyU, HKPUSU | Session 2009-2010

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AIESEC-LC-PolyU

Outgoing Exchange

Annual Report

Session 2009 – 2010

Prepared by

Ernest Chan

Local Committee Vice President (Outgoing Exchange)

AIESEC-LC-PolyU, HKPUSU

Session 2009-2010

The Outgoing Exchange Report sets out the work of the Outgoing Exchange

area of AIESEC in PolyU over the past 12 months(1st July,2009 – 30th June,2010),

key achievements where real progress has been made and plans suggested for

the forthcoming year.

The Report was last revised on 5th July, 2010.



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What AIESEC Is

AIESEC is a global, non-political, independent,

not-for-profit organization run by students and

recent graduates of institutions of higher

education. Its members are interested in world

issues, leadership and management. AIESEC does

not discriminate on the basis of race, color,

gender, sexual orientation, creed, religion,

national, ethnic or social origin.

What We Envision

Peace and Fulfillment of Humankind's Potential.

Our Impact

Our international platform enables young people

to explore and develop their leadership potential

for them to have a positive impact in society.

The Way We Do It

AIESEC provides its members with an integrated

development experience comprised of leadership

opportunities, international internships and

participation in a global learning environment.

Learn more about AIESEC at

http://www.aiesec.hk

AIESEC - the world’s largest student organization

Since 1948 AIESEC has been an international independent non-political

youth association that aims to promote social understanding,

entrepreneurship and youth leadership in the broader community. Now

present in over 1700 universities in 107 countries and territories, AIESEC

provides young people the opportunity to work abroad, develop leadership,

build a personal network of friends worldwide and explore the direction and

ambition of their future.

AIESEC and its Talents

AIESEC has a long history of developing leadership in young people around

the world. Many of today’s major businesses attract and acquire the global

talent of AIESEC from all over the world.

We provide access of talents in these emerging economies, and connect

companies to these young people. The unique AIESEC Experience aims to

develop globally oriented, socially responsible, culturally-sensitive,

entrepreneurial change agents who strive to make a difference in their

workplace and community.

AIESEC in HONG KONG

The ability of Hong Kong youth to think and act in a global framework is

therefore more important than ever. Hong Kong students who obtain an

international work experience through AIESEC’s reciprocal exchange

program develop their employability skills, build international networks,

increase their cultural understanding, and gain a better perspective of Hong

Kong.

For the last forty years, AIESEC in Hong Kong has been one of the strongest

countries in the Asia Pacific AIESEC network. We are present on 6 of

Hong Kong’s top universities and have a dedicated member base of nearly

500 of the most proactive and talented university students in the country.

Each year we produce over 200 alumni, a substantial proportion of which will

have taken part in our international internship exchange program.

http://www.aiesec.hk/



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AIESEC Internship Exchange Programme

AIESEC Internship Exchange Programme, as a unique work abroad program,

is a cost effective programme that enables corporate to source international

interns, from over 1700 universities in 107 countries and territories, bringing

in tangible skills for developing your Business Development Strategies.

The International Exchange Programme has been continuously improved and

developed, in order to meet the increasing demand from the organizations of a

professionally delivered programme. Our online global data-base ensures

rigorous searching of candidates and precise selection according to the

needs and requirements of each organization.

There are 4 different types of work opportunities, depending on participant’s

field of study and previous experience:

Management Internship provides the opportunity to work in areas related to

management, such as finance, accounting, marketing, project management,

organizational management or human resources.

Technical Internship provides the opportunity to work in areas related to

information technology or engineering projects. Technical skills, experience and

expertise are required to participate in this type of internship.

Development Internship provides the opportunity to work in areas related to

community development issues, such as children’s rights, environmental

issues, education, rural development and entrepreneurship.

Education Internship provides the opportunity to work in areas related to

education, such as teaching a language, teaching a subject, curriculum

development, character development, career counseling, cultural interaction

and perspective promotion in academic fields or sectors. You must have

academic and working backgrounds in the field of education.

AIESEC Global Partners

Partners in Hong Kong



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Glossary

MC – Member Committee (AIESEC in Hong Kong)

LC – Local Committee (AIESEC in PolyU)

OGX – Outgoing Exchange

EP – Exchange Participant

TN – Traineeship

MT – Management Trainee

TT – Technical Trainee

DT – Development Trainee

ET – Education Trainee

National – Hong Kong Entity in AIESEC

Objective

Sharing the Organizational vision and mission, AIESEC in PolyU Outgoing Exchange

Team’s objectives are to create the conditions for organizational success and to develop

the young future leaders with global mindset by promoting international opportunities

mainly as work abroad programme, leadership training and international conferences.

The functional teams of the Outgoing Exchange are Exchange Management and

Exchange Development. Altogether, both teams share the common goal of building an

exchange culture across the local committee in order to boost the growth of outgoing

exchange both in quality and quantity.



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Department Structure

Organizational Chart

Leadership

Leaders in Outgoing Exchange Area Session 2009-2010

Vice President (Outgoing Exchange) – Ernest Chan*

Exchange Management Team Assistant Manager -- Angela Chin*

Exchange Development Team Manager -- Tuenmuk Tsz Ning

Organizing Committee President (Second Round Recruitment) – Ivy Tam*

Exchange Controller (Selection) – Raycent Wong*

Exchange Controller (Matching) – Coey Lam*

Remarks:

Person with * refers to Leader completed the AIESEC Exchange Programme and

has contributed to the X+L figures (Developed in both Leadership and Exchange

Stages in AIESEC).

Definition of Leadership Role taken: a member who has coordinated 3 other

members in a team, for at least 2 months, with defined goals towards which the

group/team is working for within the period of time that they are forming the

group/team.

Vice President (Outgoing

Exchange)

Ernest Chan

Exchange Management

Team Assistant Manager

Angela Chin

Exchange Development

Team Manager

Tuenmuk Tsz Ning



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Exchange Management

Exchange Management Team is to facilitate the process of exchange operation which

covers recruitment, selection, matching, preparation and exchange delivery.

MT and TT EP Pool Analysis

Status Target Actual Growth rate

( compared with 0809 Performance)

Raising 21 22 314% Growth

Realized/To be

Realized

24 9 900% Growth

This session, the numbers of MT and TT EP have seen some drastic changes. As being

critical measurement as members’ development and recognition on the exchange

business, MT and TT EP pools have made a tremendous growth in terms of both quality

and quantity.

MT and TT EP raising, in this year, have made a remarkable performance with total 22 TT

and MT EP Raised, while Realization and To be Realized have been increased with

900% Growth. The Exchange Pipeline is needed to be developed further with

sustainability. The reason behind is that history of realization matters. The Exchange

history of the number of Exchange Participants encapsulates whether the leaders or

members feel secured and see Exchange as a norm in AIESEC or otherwise. In addition

the pipeline would set a projection with more MT and TT EP generated by sourcing more

qualified EPs with strong Management or Technical background for AIESEC Exchange.

Matching still remains the bottleneck in the area, mainly due to the insufficient supply side

of the TN in MT and TT pool and expectation mismatch of the EPs. The matching

possesses the biggest threat to the area, as it largely affects the realization rate and the

efficiency.

It is suggested that goal setting and expectation setting for the EPs should be kept in

practice and the team should enhance both the members’ and the EPs’ understanding to

the TN pool. A network relations management in AIESEC is believed to add value to

the EP realization and matching as a word of mouth strategy to promote

the LC EPs among the AIESEC network globally.



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DT and ET EP Pool Analysis

Target Actual Growth rate

( compared with 0809 Performance)

Raising 28 59 203% Growth

Realized/To be

Realized

28 45 165% Growth

DT and ET pools have reached a historical height. This session has laid a strong

foundation for the upcoming session for more EPs generation and the building of

Exchange Culture in local level.

Hindrance

The problem highlight would be on the Logistics preparation in realization especially on

Visa application to India and Taiwan. In the case of India, insufficient communication

among AIESEC, India Visa Application Centre and India Consulate on visa application

largely affects the branding of our area and would lead to distrust of EPs towards the LC

service. For Taiwan, though DT Visa application can be solved, MT and TT which are

long term type of Exchange are not generally welcome by the Taiwan Government due to

political concern.



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Overview Evaluation

Compared with AIESEC in Hong Kong, the LC still remains a leading position in the EP

raising performance as the LC has doubled the performance compared with the MC

average.

Though EP matching in LC has consistent growth rate, the matching

is still not yet effective mainly due to the imbalance EP manager

to EP ratio.



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For the EP realization, though we remain to be the leading LC among 6. However, the

peak season which is in summer has largely affected the LC capacity to deal with so

many EPs at the same time.



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Recommendation to Next session:

Interdepartmental Cooperation

More cooperation should be sought among the LC, especially with the TM department on

Members Learning development and how to unleash the EPs potential through Exchange

and Fast track AIESEC experience. The on-going Recruitment might seem to be an

alternative to relief the burden of the peak season of the area under the support of the TM

and Communication Teams

EP Sourcing and Pipeline Managment

To sustain the Growth rate of EP raising, other channels to source out more suitable EPs

are needed to be developed, e.g. School Partnership, On-going Recruitment, close

Leadership Team cooperation on Exchange message delivery.

Exchange Process Simplification

To simplify the current Exchange Process from application, selection, matching and

realization would larger optimize the current Exchange delivery service and would draw

more attention from the students to aware AIESEC Exchange Branding.

Exchange Knowledge Management

It is suggested that a EP Manger Guide to be published for later EP Managers and EPs to

keep the knowledge passed down session by session.



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Exchange Development

Exchange Development aims at fostering intercultural understanding and drawing

external relevance to our exchange programme. Our innovative approach to developing

internship exchange focuses on the external recognition on our integrated life-changing

experience, building networks and developing our Exchange Participants with an open

attitude to facing the challenge ahead have been well recognized.

Event Highlights

Global Village

Focus on Campus Positioning and External Engagement this session, Global village has

been one of the key events in the Local Committee. It is a cultural activity which aims to

promote internationalisation and cultural diversity among campus. It was aimed at raising

students’ awareness towards global issues and internationalisation through promoting

cultural diversity around the world.

The event is from 22nd Feb (Mon) to 26th Feb (Fri) and the official opening ceremony was

held in the afternoon with guests such as Mr. Guy Look, Chief Financial Officer of Sa Sa

International Holdings Ltd., Ms Winnie Eley, Director of International Affairs, Mrs. Dorinda

Fung, Director of Student Affairs Office, Consuls from Romania, Poland, Columbia,

Nigeria and India and Gold Partners in the event.

Junior Achievement Global Business Ethics Workshop

The cooperation with Junior Achievement is mainly to engage AIESEC members,

especially those planning for the exchange program, in ethical leadership development

by adopting strategy of providing a “Total Learning Initiative”. Under the cooperation, the

Global Business Ethics Workshop series was launched; total 49 EPs were chosen to

participate in the workshops from the mid March to mid April.

School Partnership on Global Leadership Programme

The Outgoing Exchange Team further enhanced the cooperation with

the school authority on the Exchange Growth. The School

Department of Information System Engineering remains the most



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supportive department on exchange generation under the Global Leadership Programme

framework. We have made satisfactory progress on the partnership with the Institute of

Textile and Clothing and the Faculty of Business.

CEEDership Development

The CEEDership culture has been suggested to be enhanced by integration with

academic exchange and AIESEC Exchange with Ceedership package. Though

members are interested in, the CEEDership opportunities highly depend on the

availability of the CEEDer positions and the presence of AIESEC in the countires.

Direct Matching and TN Partnership Development

The TN partnership has been in an infant stage this session with 6 TN Partnership

secured. Though certain partnerships have been built, the realization and confirmation

of partnership needed the consent of EPs. For better Partnership management, the

team needs to deepen the knowledge on partnership building and feasibility on

partnership formation by conducting a comprehensive research on Members’ background.

To align with the supply side of the TNs, CV Database was built this session for LC

having a better understanding on the membership pool.

Network Expansion

Currently, International Relations has been a growing area in AIESEC which positioned

itself as an area promoting its own LC / MC in the AIESEC network branding and

positioning. It is suggested to extend the use of Networking Database so more TN

Partnership can be built.



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2nd Round Recruitment

The second round recruitment has successfully recruited 47 EPs. It has been a driving

force of X+LR dual experience generation pool. The newly recruited members have

been through a very intensive AIESEC experience.

The recruitment was launched along with the Global Village and with 2 consecutive

successful Recruitment Seminar especially with guest’s speakers as our interns,

returnees and partners from Junior Achievement. The new members were well prepared

in business ethic leadership by their active participation in Global Business Ethics

Workshops. To official become AIESEC members, they passed the advanced Student

Assessment Centre and Review Board. Their AIESEC team experience was the most

intensive part by joining different functional teams.

Recommendation to Next Session

Prior Planning of 2nd Round Recruitment to LC Planning

As this session, 2nd Round recruitment was initiated by OGX area since late August, TM

area did not take a very active role on supporting. It is proposed that both TM and OGX

area should put focus on the 2nd Round Recruitment to generate more fruitful AIESEC

experience.



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Financial Review

Extracted from

The 16th Session of HKPUSU

AIESEC-LC-PolyU

Actual Budget for the financial year 2009 - 2010 (July - Dec)

Prepared by

Michelle Li

Local Committee Vice President (Finance)

AIESEC-LC-PolyU, HKPUSU

Session 2009 - 2010

Balance Sheet



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Financial Analysis

Revenue Expense

ICX 63600 2013.7

OGX 140500 8250

TM 28260.7 2412

Fin 0 87519.2

IM 0 997

ER 21589 16202.36

Presi Office 2004.3 3845.6

0000 Exchange Revenue

0010 TN Revenue HK$ 53,000.00 20.3%

0020 EP Revenue HK$ 140,500.00 53.8%

HK$ -

0100 Non-exchange Revenue HK$ -

0110 Event Revenue HK$ 2,040.70 0.8%

0120 Sponsorship Revenue HK$ 19,000.00 7.3%

0130 Alumni Donation HK$ -

0140 Merchandising Revenue HK$ 7,589.00 2.9%

0150 Project Income HK$ -

HK$ -

0200 Other Revenue HK$ -

0210 Membership Fee HK$ 26,220.00 10.0%

0220 AI Fee HK$ -

0230 Miscellaneous Revenue HK$ 12,604.30

HK$ 260,954.00 95.2%



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Revenue Contribution to the LC

20%

54%

26%

ICX

OGX

Non-Exchange



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Interdepartmental cooperation Strategy Discussion

OGX Internal Management

This session has been through a number of problems especially on EP Management and

team management.

EP Management remains the key issue in the area, facing withdrawal and deferral

Exchange application, the team’s effectiveness and efficiency are under great challenge.

The EP Manager to EP ratio is suggested to be improved to 1:3 as a healthy condition.

On the other hand, OGX process needed to be simplified so the EPs can get used to the

usage of OGX practice and the usage of myAIESEC.net.

Internal Team Management needs to be strengthened. The leaders in the coming

session are suggested to have more strategic meetings for the local updates and the

national issue discussion. On member’s education, it is suggested that OGX member

Guide should be published to consolidate the learning of the members and provide

sufficient knowledge transition to the later sessions.

Besides, the number of OGX leaders needs to be increased to generate more Leadership

roles and it also leads to a better management on members efficiency tracking.

Synergy with Talent Management

The area should seek focus to be placed on the growth on the Integration experience of

X+LR. Therefore the coming sessions are suggested to have consistent communication

among these two areas. Talent Management should also conduct the Team allocation

planning of newbies and returnees in the LC.

Synergy with Project Team

Realization on PBOX rate is still low in the LC. The PBOX should place Exchange a

higher focus than the others. T-Leadership learning should be more developed in the

LC for better members’ learning and exchange preparation.



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Synergy With External Relations

Cooperated with ER department, the area mainly assists on the Product development,

such as Photo Exhibtion and H4TF programme. This session, the ER Manager assists

the Vice President of Outgoing Exchange on Junior Achievement Business Workshop

Series.

Synergy With Information Management:

The synergy is expected among two areas on AIESEC Internal Branding promotion, that

is to promote AIESEC in PolyU within AIESEC network. The synergy is mostly

suggested on EP Promotion and contact database for better partnership management

among different LCs and MCs across the world AIESEC.

Synergy With Incoming Exchange

Sales education is suggested to be conducted together as well as MyAIESEC.net Usage

as the two areas share the same Exchange Process with knowledge delivery on IXPQS

and other Exchange issues learning.



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Conclusion

Session0910 Outgoing Exchange Area has achieved a lot, but we still face challenges

with slow realization and ineffective EP management. In addition, along with all other

local committees in Hong Kong, we are dealing with lower profit margin, higher exchange

fee pricing and larger membership pool. And so to succeed we need to embrace

innovation and change, and not be stuck in the past. We need to turn outward, using our

links with other local committees both inside and outside the territory, instead of retreating

inward. Technological change will continue and we must move with the times.

As a leader in OGX area, I am grateful to many people in AIESEC-LC-PolyU, as well as

those we have worked closely with to deliver the outcomes set out in this year’s report.

We have met some tough challenges and will do so in the future as we continue to

improve the efficiency and increase the focus and flexibility of the department. I look

forward to a successful year as we deliver on our promises and bring real results to our

members and stakeholders.



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Appendix

Realization Rate According to myAIESEC.net

EP Side

Rate Re Ra

Education Traineeship 0.00 0 0

Management Traineeship 16.67 3 18

Technical Traineeship 0.00 0 3

Development Traineeship 62.50 35 56

Total 49.35 38 77

Form List

This menu ranks entities based on their exchange realizations on a daily basis, and the available and

matched pipeline for the selected entity.

Committee Current Matches Online Current Available forms Online Current Realisations This Year

AIESEC POLYU 18 25 36

Exchange Committee Measurement Result

Committee Name AIESEC POLYU

Measurement Start Date 01.07.2009

Measurement End Date 01.07.2010

Committee No. of TN

Takers

No. of

Incoming

EPs

No. of

Outgoing

EPs

LC Star

AIESEC POLYU 0 10 8 ( 8 / 10 )

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