EXPANSION OPERATIONS EXTERNALS MANUAL AIESEC AdMU
CONTENT 1 AIESEC EXPERIENCE & AIESEC DEPARTMENTS 2 TALENT MANAGEMENT 3 OUTGOING exchange 4 BUSINESS DEVELOPMENT 5 Projects 6 EXTERNAL RELATIONS 7 Communications 8 Finance 10 APPENDIX
AIESEC EXPERIENCE GLOBAL COMMUNITY DEVELOPMENT PROGRAMME
GLOBAL INTERNSHIP PROGRAMme Management and technical internships Professional development Specialization Long term Diverse business projects
Intense learning experience Global network Cross-cultural positive impact Self-development Skill enhancement
TEAM MEMBER PROGRAMME
TEAM LEADER PROGRAMME
Leadership development Practical team experience Global network Practical hard skills development
Personal and professional development Team building Directing and developing other members
LOCAL COMMITTEE
TALENT MANAGEMENT OUTGOING EXCHANGE INCOMING EXCHANGE PROJECTS EXTERNAL RELATIONS COMMUNICATIONS FINANCE EXPANSION
AIESEC DEPARTMENTS
TALENT MANAGEMENT
Departmental function
POSSIBLE Structure
TM is responsible for delivering the AIESEC experience to its members, specifically through its two products – the Team Member Programme (TMP) and the Team Leader Programme (TLP). It is concerned with providing its members high quality Team Experiences (TXP) and directing this in alignment with the organizational goals.
LCVP TM
Recruitment and Selection
Performance and Pipeline Management
TXP Product Development
TM is concerned with how AIESEC adds value to its members and how its members add value to AIESEC.
VICE-PRESIDENT LCVP TM is responsible of conducting the applicable TM processes for the entire LC, overseeing overall talent recruitment and selection, member involvement, member efficiency, and member health, and coordinating with all functional departments in conducting performance and learning management.
TEAM LEADER Recruitment and Selection In charge of spearheading profile-based recruitment and overseeing the processes of recruitment. Performance and Pipeline Management Responsible for tracking member health and performance. TXP Product Development Focus on member development and alignment.
Operations TM operations are centered on three main functions: 1. Recruitment and Selection 2. Performance and Pipeline 3. Learning and Alignment These functions are executed through the 17 Talent Management processes. Although all 17 have their purpose, it is also important to note not all may be applicable to all LCs.
17 talent management processes Processes
Description
Talent Planning
The processes of assessing your current manpower in terms of number and profile, and comparing it to the manpower that you need at different intervals for the entire term.
3
Talent Selection
Screening and selection of applicants based on organizational needs and the Global Competency Model, ensuring that the organization select the right type of people for AIESEC and that AIESEC is the right organization for them.
4
Talent Induction
Educating and providing information to new members in order to ensure their smooth integration into AIESEC, and in order to prepare them to take responsibility.
Talent Goal Setting
The process of alignment with the organization by seeing how the organization can contribute to personal growth, and setting personal and performance goals based on that.
6
Talent Allocation
Making sure that the right people are matched with the right roles, at the right time. Take into consideration where the members’ talents can be maximized by AIESEC, and where AIESEC can be maximized by the member in terms of growth and learning.
7
Talent Education & Training
Equipping members with knowledge and skills in order to perform their jobs well.
1
5
8
Talent Tracking
The continuous process of monitoring member-to-role supply and demand within the LC, managing the flow of members from one role to another, and tracking the roles they have been through.
9
Performance Appraisal
10
Talent Review
11
Coaching & Mentoring
Evaluating the work performance of member. Having an overview of the state of development and results of the members and enable the members to identify further steps of their development. Making sure that members have access to coaches and mentors who will guide them and provide feedback for personal development, and increased performance.
high-performing members in the Talent Motivation And Identifying organization and rewarding them accordingly because 12 Rewards & of the results that they achieve, and setting them as Recognition role models for other members to follow.
13
Succession Planning
14
Career Planning
15
Fast Track
16
17
Exit Interview
H4TF Processes
Checking the roles needed by the organization in the future, and ensuring that there are people who fill up these roles. While this is not limited to officer-roles, this is most highlighted in the officer roles. Providing members the venue and platform to plan what they want to do in their professional lives. The process of identifying stars in the talent pool (high potential and high motivation), and giving them bigger roles of responsibility. Making sure that there is opportunity for the leaving members to wrap-up the experience and from the organizational point of view there is overview of the reasons of people leaving AIESEC. Providing venues for members to look back on their AIESEC Experiences, reflect on what they want to do afterwards, and preparing them for their professional lives.
OUTGOING EXCHANGE Departmental function OGX department is responsible for the processes that involve bringing people on exchange through the Global Community Development Program (GCDP) and Global Internship Program (GIP) of AIESEC. This entails conducting recruitment for the exchange programs, matching individuals with the most befitting internship, and ensuring the quality of exchange participants.
VICE-PRESIDENT
POSSIBLE Structure
LCVP OGX Exchange Quality Recruitment and Selection
GCDP AP + IGN
GCDP Europe
GCDP BRAC
GIP
TEAM LEADER Recruitment and Selection The Recruitment and Selection team is responsible for the recruitment and selection of individuals interested in going on exchange. This includes
LCVP OGX is responsible for the management of OGX processes and handling partnerships with other LCs.
GCDP and GIP Teams They are in charge of matching exchange participants to the most befitting volunteer program or internship. GCDP teams are divided according to region – Asia and Pacific (AP) and Iberoamerica (IGN), Europe, and Brazil, Russia, Africa, and China (BRAC). Exchange Quality Committee The Exchange Quality committee is a team consisting of a member from the other OGX teams. They will be ensuring that the exchange participant experience quality X preparation and reintegration.
Exchange Programs Global Community Development Program • • • • •
An intense learning experience Working abroad for social and community development projects that lead to self development and skills enhancement 6-8 weeks long Seeks to empower people by providing them the skills they need to foster change in their own communities or creating direct impact on a community This program encompasses cross-cultural positive impact; hence, a volunteer must be motivated and prepared to work in the field of development
Global Internship Program •
Three tracks
Education Internship (EI) • Involves teaching a certain language or subject
Technical Internship (TI) • Involves working in areas related to information technology, information management, and software development • Web development and management, software development and programming, system analysis and design, network management, database management and engineering
Management Internship (MI) • Involves working in areas related to management • Business administration, finance, accounting, marketing, and etc.
• • •
This program offers internships that contribute to the professional development of a member and assist them to specialize in a certain field of work Long-term (3 months+) Involves working on diverse business projects and organizations
Operations Processes
Description
Point Persons
All the OGX teams establish partnerships with other AIESEC entities.
GCDP and GIP teams
Recruitment
Conducting activities that will garner sign-ups for the exchange program.
Recruitment and Selection
Orientation Seminars
Conducting seminars that will inform the sign-ups about AIESEC and its exchange programs
Recruitment and Selection
4
Assessment Centers
Possible exchange participants are assessed through various activities that will gauge their level of Global Mindset, Entrepreneurial Outlook, Social Responsibility, Emotional Intelligence, and Proactive Learning. The assessment tool utilized is called the Global Competency Model.
Recruitment and Selection
5
Pre-Review Board Interview
Collection of Exchange Participant Profile and Preference (EPPP) and resumes.
Recruitment and Selection
Review Board Interview
The Review Board Interview (RBI) is the final state of the selection process for applicants where they are assessed of their overall readiness and understanding of the exchange program.
Recruitment and Selection
1
Building Country and LC Partnerships
2
3
6
A fee of P500 is collected from the applicant.
7
8
Upon passing an EP
Raising Process
A processing fee of P3000 is collected from the applicants. Uploading the profile of the Exchange Participant through myaiesec.net. To successfully upload a profile, the OGX member will need the Exchange Participants resume and EPPP.
Recruitment and Selection
GCDP & GIP OGX Teams
9
OGX teams, specifically the Exchange Participant (EP) manager, match the exchange participant with available volunteer program or internship. EP managers coordinate with the Trainee Nominee (TN) Managers to match.
Matching Process
GCDP & GIP OGX Teams
Matching Process
Exchange Participant Manager
Exchange Participant
10
Pre-Exchange Preparation
Trainee Nominee Manager
Trainee Nominee
The tasks below are accomplished before exchange takes places.
GCDP & GIP OGX Teams
1. Collection of Realization Fee by the OGX team 2. EP Contract and Waiver (necessary for GIP EPs). To be accomplished by the EP and sent to receiving LC. 3. The OGX team will provide the EP with available Visa information from the Member Committees Exchange Coordinator and assist him/her with applications and travel documents 4. OGX team ensures that the EP books a flight in time for desired realization date and that the receiving LC has plans for airport pick up. Also, coordinating with the TNs stipulated schedule. 5. Evaluation of processes. 6. OGX team provides the EP with an EP Departure Kit. This will contain items that will be useful for the EP during their exchange. Overview of Payment Scheme Review Board Interview (RBI)
P500
Processing Fee
P3000
Raising Fee
P2500
Realization Fee for GIP
2-3 months: P1000
3-6 months: P2500
6-12 months: P4000 1 year+: P5000
11
Pre-Exchange Activities
Pre-exchange activities would be the following: 1. Ambassador's Day EPs are oriented on how to be Ambassadors of the Philippines during their exchange. 2. Send-off Dinners This is a big send off dinner per recruitment cycle.
Exchange Quality
The Exchange Quality team prepares both activities.
12
13
Realization
Continuous communication with the EP and the receiving LC to ensure the quality of the exchange.
Exchange Quality
Reintegration
EP is welcomed back to the Philippines and is asked to take the Exchange Evaluation Survey to asses their experience. Let the EP share his/her experience to the LC and spread to various stakeholders.
Exchange Quality
BUSINESS DEVELOPMENT Departmental function The Business Development department aims to receive AIESEC members from different parts of the world for a global internship. BD is responsible for Trainee Nominee (TN) raising, matching, and realizing along with ensuring trainees a comfortable and wonderful experience.
VICE-PRESIDENT LCVP BD is responsible for overseeing the TN raising process and overall customer relationship management, tracking the raising, matching and realizing of TN forms, overseeing trainee management (servicing), conducting and retaining LC-LC exchange partnerships, and analyzing and manipulating global supply and demand.
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POSSIBLE Structure
LCVP BD
GCDP TN Management
GIP TN Management
Organizing Committee Vice President for Incoming Exchange (Projects)
TEAM LEADER GCDP and GIP TN Management TN Management is responsible of the following: 1. Establishing partnerships with TNs 2. Creating job descriptions; understanding the requirements needed from a trainee for their TNs 3. Matching 4. Trainee Relations and Evaluation Management: o Service and Reception: Organizing Committee VP for Business Development  The Organizing Committee VP for BD is also under the Projects department but consistently reports to the LCVP BD as well. He/she is responsible for almost exactly the same processes that the GCDP and GIP TN managers do except the product that they have to communicate would be the LCs own projects.
Operations Processes
1
2
TN Raising and CRM
Matching
Description
Point Persons
Establishing partnerships and practicing customer relationship management with TNs. Acquiring the Job Questionnaire from the TN and raising it in myaiesec.net.
BD teams
Understanding the requirement of the TNs and properly communicating and advertising them to potential EPs. Once the trainee is matched with a TN, the team must conduct expectation setting with both stakeholders.
BD teams
Continuous communication with the TNs and ensuring that the expectations set by TNs and trainees are fulfilled through coordinating with the different departments.
BD teams
Documentation of the projects and sending them to the TNs.
BD teams
BD teams
3
Customer Relationship Management
4
Documentation
5
Trainee Relations and Evaluation Management
Managing service and reception processes.
Service and Reception
Handling accommodations, airport pick-ups and drop-offs, visa extensions, setting up and/or attending welcome and farewell dinners, and managing the evaluation process
A
Service and Reception team
PROJECTS Departmental function Projects department is in charge of the implementation of the LCs socially relevant projects called Projects Based on Exchange (PBOX), creating a Global Community Development Program experience for people abroad while addressing social issues in the Philippines.
VICE-PRESIDENT LCVP Projects is responsible for overseeing and tracking the implementation of all projects, tracking the raising, matching and realizing of TN forms, overseeing trainee management (servicing), and conducting and retaining LC-LC exchange partnerships along with its acquired learning partners.
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POSSIBLE Structure
LCVP Projects
Project Management
Organizing Committee Presidents for Projects
TEAM LEADER Project Management Assists the LCVP Projects in ensuring the implementation of all the PBOXes. Organizing Committee Presidents The OCPs are in charge of leading the organizing committee in the execution of the project. This would include creating a project timeline, a project progress tracker, and a business model for the PBOX, coordinating with the requirements of the campus offices, project documentation, and educating and training the Organizing Committee.
WHAT IS A PROJECT? A project has the following characteristics: 1. A start and end date 2. Resources: time, money, an organizing committee, trainees 3. An outcome: a project has a specific outcome such as teaching a community about HIV/AIDS or financial literacy
WHY WE RUN PROJECTS IN AIESEC The PBOX Concept was set up in AIESEC to do the following: 1. Facilitate learning around a socio-economic issue 2. Increase the number and quality of exchanges 3. Address a specific socio-economic societal issue
STAGES OF PROJECT MANAGEMENT 1
Project Conceptualization
A
Issue Selection: Determining the issue you want to work on.
B
Idea Generation: Generating ideas on what type of project the project will be and what will be desired mediums of execution.
C
Stakeholder Segmentation: Segmenting all stakeholders involved or you want to be involved in the project and how they would be able to assist the Organizing Committee in the implementation of the project. An example would be Red Cross for educating people about HIV/AIDS since we are not the most knowledgeable source of education about these issues.
3
Project Planning
A
Establishing the goals of the project
B
Creating a list of the things the project needs to deliver in order to meet those goals
C
Creating a list of specific tasks, stipulating who, how, and when the task has to be accomplished along with the resources required to accomplish each task
4
Project Pre-Implementation and Implementation
5
Closing the Project
A
This will include a closing ceremony, completing final tasks, presenting financial reports to different stakeholders, and evaluation. Looking back on the goals set and seeing if they were accomplished.
EXTERNAL RELATIONS Departmental function The External Relations department is accountable for obtaining partners and delivering customer relationship management to all partners. It is also in charge of alumni relations, such as organizing engagement activities for the alumni and making partnerships with them.
VICE-PRESIDENT LCVP ER is responsible for overseeing coldcalls and tracking the database of potential partners, obtaining partners, and ensuring that there is proper practice of customer relationship management to all partners, and alumni relations.
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POSSIBLE Structure LCVP ER
Alumni Relations
Accounts Managemen Teams
TEAM LEADER Alumni Relations They are in charge of contacting and updating the alumni about AIESEC activities. They can also tap the alumni and their network for partnerships to assist in the implementation of the LCs projects. Accounts Management They are in charge of contacting external stakeholders and creating partnerships with them. Partnerships can either be for financial support of for TN raising. They are also responsible for providing Finance all the legal documents and money from the partnership.
Operations Processes 1
Cold Calling and Pitching
2
Partnerships
3
4
Point Persons
Calling possible partners and pitching AIESEC to them
Accounts Management
Conducting activities that will garner sign-ups for the exchange program.
Accounts Management
Sealing the Deal
Finalizing the specifications of the partnership.
Accounts Management
Finance
Handing over legal documents and money to the Finance department for allocation.
Accounts Management
Continuous communication with the companies and ensuring that the expectations set by companies are fulfilled through coordinating with the different departments.
Accounts Management
Documentation of the projects and sending them to the TNs.
Accounts Management
5
Customer Relationship Management
6
Documentation
7
Description
Alumni Relations
Continuous communication with the alumni and establishing possible partnerships with them with respect to the LCs activities and events.
Alumni Relations
COMMUNICATIONS Departmental function The Communications department is responsible for Brand Management – conducting market research and marketing the products of the LC – and Information Management – creating information systems for proper information collection and dissemination.
VICE-PRESIDENT
POSSIBLE Structure LCVP COM Brand Managers
Public Relations
Information Management
Creatives
TEAM LEADER Brand Managers A brand manager will be assigned for each department/organizing committee. A brand manager is responsible for strategizing, implementing, and evaluating efforts (campaigns, projects and systems) geared towards maintaining and advancing the AIESEC brand with its various stakeholders.
LCVP COM is responsible for overseeing the Brand Management and Information Management of the entire LC.
Public Relations They will be establishing partnerships with other entities, such as other organizations, university offices, and media partners, as a means to increase brand awareness of the AIESEC entity. Information Management They will be accountable for proper information dissemination and collection through the various mediums of communication. Creatives This is a pool of graphic artists, photographers, and videographers. They will be responsible for the creation of promotional materials. Operations will vary depending on the demands for each department.
Operations Tasks
Communication Analysis
Descriptions Environmental scanning refers to possession and utilization of information about occasions, patterns, trends, and relationships within an organization’ s internal and external environment.
Requirements Stakeholder Analysis , Self Analysis, Competitors Analysis, Environment Analysis (Market research)
Communication Plan
Positioning the products in such a way that will cater to the target markets.
Objectives and Goals, Target Audience, Value Proposition and Key Messages Channels of Communication to be used, Tactics, Timeline, Evaluation and feedback
Promotion Communications
Creating promotions as the communication link between sellers and buyers for the purpose of influencing, informing, or persuading a potential buyer’ s purchasing decision.
Advertising, Direct Marketing – Traditional or Non-Traditional, Publicity, Events, Social Media, Public Relations
Brand Management
Defining the brand, positioning the brand, delivering the brand and managing the tangible and intangible characteristics of brand (the tangibles include the product itself, price, packaging, customers’ experience and the intangibles include emotional connections with the product)
Internal Effective communication within Communications the organization.
AIESEC Knowledge, Brand alignment, Brand awareness, Deliver the brand promise, Brand experience
Knowledge management, Public relations, Internal Campaigns, Internal Communications Channels
FINANCE
Departmental function The Finance department is responsible for Financial Management conducting budget and cash flow forecasts and overseeing creation of financial statements, and the create and implement investment plan and financial initiatives – and Administrative Duties – overseeing the compilation of legal and administrative documents and overseeing the signing of legal documents and assess potential risks.
VICE-PRESIDENT LCVP FIN is responsible for executing and overseeing the budget allocation, asset maintenance, handling paper documents, contract creation and tracking, accounting, and auditing, and strategic planning of the organization along with ensuring that they are aligned with organizational goals.
POSSIBLE Structure
LCVP FIN Finance Rep for Projects, TM, and EXP
Finance Rep for ER
Finance Rep for COM
Finance Rep for ICX
Finance Rep for OGX
Finance Rep for all Project Teams
Finance Initiatives
TEAM LEADER Finance Representatives Finance representatives are responsible for consulting with their assigned department or organizing committee regarding their financial needs and Exchange Quality Team The Exchange Quality team is a team consisting of a member from the other OGX teams. They will be ensuring that the exchange participant experience quality X preparation and reintegration.
Operations Financial Life Cycle (Three Types of Budgeting)
1 2
3
Annual Budgeting
Budgeting, tracking, and evaluation for the whole year and is executed for each department.
tracking, and evaluation for each semester; Semester Budgeting Budgeting, will cater to the demands of each department.
Monthly Budgeting
Specific budgeting, tracking, and evaluation depending on the financial demands of each department each month.
APPENDIX Assessment Center
Second step taken by exchange applicants wherein they are assessed if they are ready to go on exchange.
AN
Approval Note
A note of approval either from the receiving Local Committee (for outgoing Exchange Participants) or Local Committee (for incoming trainees).
BD
Business Development
The department that is responsible for receiving AIESEC members from different parts of the world for a global internship.
COM
Communications
The department that is responsible for Brand Management and Information Management, within and outside of the Local Committee.
DI
Development Internship
Exchange track wherein the exchange participant will be doing socially relevant work.
EB
Executive Board
Top management of the entire Local Committee, of which is comprised of the President and the Vice-Presidents.
ELD
Experiential Leadership Development
Comprised of the four AIESEC products – TMP, TLP, GCDP, and GIP.
EP
Exchange Participant
Someone who will be going on exchange.
ER
External Relations
The department that is accountable for obtaining partners and delivering customer relationship management to all partners. This also includes alumni relations.
FIN
Finance
The department that is responsible for Financial Management and Administrative Duties.
AC
GCDP
GIOS
Global Community Development Programme
One of the four AIESEC products and one of the two exchange programs that AIESEC offers. This type of exchange is focused on creating positive impact in a community through addressing social issues.
Global Internship Orientation A seminar orienting exchange applicants about AIESEC and the exchange programs. Seminar
Global Internship Programme
One of the four AIESEC products and one of the two exchange programs that AIESEC offers. This type of exchange is focused on Management, Educational, and Technical internships.
IG
Initiative Group
A group comprised of at least four members who will be spearheading the establishment of an AIESEC entity in their university or area.
JD
Job Description
A specific description about the job.
JQ
Job Questionnaire
A form filled up by the Trainee Nominee.
LC
Local Committee
An AIESEC entity.
MI
Management Internship
An internship related to management.
OC
Organizing Committee
A team comprised representatives from the different departments working on the same project.
OCP
Organizing Committee President
The project head of the Organizing Committee.
OCVP
Organizing Committee Vice President
The departmental heads of each project team.
OGX
Outgoing Exchange
This department is responsible for the processes that involve bringing people on exchange.
PBOX
Projects Based On Exchange
A project that addresses a social issue.
GIP
Projects
The department that is in charge of the implementation of the Local Committees socially relevant projects called PBOXes.
RBI
Review Board Interview
A formal interview conducted by the OGX department and representatives from the Member Committee (for GIP) for the exchange applicants. It’ s purpose is to gauge the competency of the applicant.
TI
Technical Internship
An internship that involves technical work like programming and systems development.
Team Leader Programme
One of the four AIESEC products that focuses on personal and professional development, team building, and directing and developing other members.
Talent Management
Department that is responsible for delivering the AIESEC experience to its members, specifically through its two products – the Team Member Programme and the Team Leader Programme.
TMP
Team Member Programme
One of the four AIESEC products that focuses on leadership development, practical team experiences, and practical hard skills development.
TN
Trainee Nominee
A partner company or organization.
TXP
Team Experiences
Where members experience working in a team, be it a leader or member role.
X
Exchange
International exchange.
XQC
Exchange Quality Committee
An OGX team responsible for ensuring the exchange quality of the exchange participants.
LCP
Local Committee President
President of a Local Committee.
LCVP
Local Committee Vice President
Vice-President of a Local Committee
MC
Member Committee
An AIESEC entity of an entire country.
PROJ
TLP
TM
MCVP
Member Committee President Member Committee Vice President
AI
AIESEC International
MCP
President of the member committee. Vice-President of a member committee. Top management of the entire AIESEC community.
Sources
• AIESEC ADMU EXECUTIVE BOARD 2011-2012 • AI PowerPoint and files