PROJECTS
PROCESS PLAN
TERM ’12-‐‑‘13
PRE/RE-‐‑ RAISING
INTRODUCTION This Projects Process Plan is intended to aid those in projects from the conceptualization to the execution of their projects, and even after. PROJECTS and INCOMING EXCHANGE functions are merged for this term. Hence, the processes you will encounter here are hybrid of the two mentioned departments as functions of one department being, Projects.
POST-‐‑ REALIZATIONS
REALIZING
RAISING
MATCHING
5-‐‑PHASES There are five phases created for the projects department that is geared towards developing continually running issue-‐‑based projects that are also financially sustainable. All the projects that will be run during this term will be providing the local community with Incoming Exchange Global Community Development Program (GCDP) internships lasting for 6 weeks. These The goal at heart is to have strong synergies between departments such that we can achieve the goal of financially sustainable, impactful & issue-‐‑based projects.
ISSUE-‐‑BASED The goal for this term is to have issue-‐‑based projects. When generally defined, issue-‐‑based projects are projects targeting a local social issue and creating a project intended to address that issue. As a result, create positive impact.
Projects can be based on local issues and related the eight United Nations Millennium Development Goals Continued on page 2
PROJECT PROCESS PLAN
Term ’12-‐‑‘13
TEAM STRUCTURE This term will have a different structure for Organizing Committees. As opposed to having several organizing committee vice presidents under one project, I’ve opted to have three teams under one Organizing Committee President. The three teams are: Matching Team, Operations (the operations team is inclusive of finance, communication and operations) and the last team being the Sales or Marketing team under External Relations. The Sales team will be in charge of marketing the projects to externals to gain financia and / or learning partners while the matching team will be in charge of screening and selecting exchange participants from other countries into the project. And the last, but definitely not the least, team is the operations. I’ve opted to have operations similar to a hybrid team that’s composed of 2-‐‑5 members capable of doing at least two of the functions in the merged team (communication, operation, finance).
The 5-‐‑Phase Process for Project Management
SALES TEAM Organizing Commi`ee PResident
OPERATIONS TEAM
PRE/RE-‐‑ RAISING
POST-‐‑ REALIZATIONS
REALIZING
MATCHING TEAM
RAISING
MATCHING
From the pre-‐‑raising until the post-‐‑ realizations stage, these teams will be working continuously for the project. It is assumed that given that the teams are now smaller and the workload, fairly equal as compared to before, it’s expected that the members of these teams are fully committed and engaged to the project.
2
PROJECT PROCESS PLAN
PRE-‐‑RAISING This begins from targeting a single issue and then doing market research to determine if the project is feasible locally.
Term ’12-‐‑‘13
1
SELECTING AN ISSUE
2
MARKET SEGMENTATION
From determining the project feasibility based on the yielded results of research, the pre-‐‑raising component of the process transitions to the creation of both the business and logic model of the project. A concept note will be prepared and then an organizing committee recruited.
• •
TIME ALLOTTED: 1.5 WEEKS.
RECRUITING AN OC
3
LEGEND. 1
In selecting an issue, we base it on the current local realities. Look into social issues and see if there is an issue we can address as an organization. When we can, we select that issue.
2
After choosing the issue at hand, the potential partners and EP supply must be classified.
3
Given that there is already an issue, already a supply and market looked into, an OC will be recruited.
4
5
6
With a working OC, the project conceptualization will begin. Basically this is where the objectives of the projects are laid out. When the objectives are laid out, the OC can then begin looking into Grants for the project. The sales team from ER, will be handling external relations for the project. Basically, they will be orienting companies and inviting them to support our Local committee projects. A JQ (Job Questionnaire) must already be accomplished.
Check Supply & Demand (NGOs, partners etc. & OGX Countries) 5 P’s of Social Marketing Targeting Grants
•
Team Goal Setting Gantt Chart
• •
4
PROJECT CONCEPTUALIZATION • • •
5
Establishing Project Focus Creating a Business Model Creating a Logic Model
INITIAL COMPANY MEETING • • •
Approaching the Company Setting Meeting Time/Date Orienting the Company o @ way o AIESEC XP o Expectation Setting POST MEETING
6 •
•
Completed the Job Questionnaire with the TN/partner & OC Prepare Draft Project
Projects is in charge of steps 1-‐‑4. With steps 3&4 OC-‐‑Specific tasks
3
PROJECT PROCESS PLAN
Term ’12-‐‑‘13
Organizing Commi`ee (Operations + Communications Team) Finalizing Project Agenda
Sales Team + Finance
Prepare Project Proposal Securing Main Partner
Matching Team
Prepare Project Portfolio
Curabitur:
Drafting Budget Plans
creating @.net form
Pellentesque
uploading @.net form
promoting project to @.net
Prepare Gran` Requirements
NOTE: By the end of the raising phase, the agenda should already be prepared and ready for execution. The more nitty-‐‑gritty process and steps for Raising (for the Matching Team) is presented below.
RAISING RAISING generally describes the process wherein we upload the TN form into the AIESEC network. This originally is the first step in the matching process. TIME ALLOTED for RAISING: At most 2 Weeks The idea at hand during the raising phase is continual movement for the project. While the form is raised and the project is promoted to the AIESEC network, the sales team will be securing partners for the project with Finance supporting by creating the budget. During this time, the Organizing Committee is continually coordinating with operations to finalize agenda and create both the proposal and portfolio for their projects.
1. OC 2. PROJ: Matching 1. PROJ: Matching
1. PROJ: Matching
4
PROJECT PROCESS PLAN
MATCHING
Term ’12-‐‑‘13
Refers to the process by which we screen and select our exchange participants. In this “step” we try “match” the qualities, capabilities and interests of an applying Exchange Participant to that of the internship we are offering.
REALIZING Determined as the start or the first day of work of the intern or the volunteer participating in the program. To broaden the scope to projects, the REALIZING stage involves the entire time the exchange participants were present.
PROJECT PROCESS PLAN
Term ’12-‐‑‘13
POST-‐‑REALIZATIONS 1
SUBMISSION OF DOCUMENTATION & POST PROJECT EVALUATIONS A Sit-‐‑Down Processing/Evaluation of the project with EPs, PROJ: Matching Team & OC Alt. Option: Online document
•
•
2
INTERNAL EVALUATIONS • •
CREATING/UPDATING A PROJECT PORTFOLIO
3
• • •
4
Spearheaded by the COMM team PROJ-‐‑COMM Synergy Preparing the portfolio to present to the current and the future partners for the projects.
UPDATING PARTNERS/ ACKNOWLEDGEMENTS
• •
5 6
This is more of an OC/operational side of evaluating. Basically, the OC will evaluate how the project ran. Examine the strengths and weaknesses and improve for the next cycle.
Preparation of Acknowledgement/Portfolio: Communications Sending out/updating by: Sales Team and/or Organizing Committee IMPLEMENTING CHANGES BASED ON EVALUATIONS
PREPARATION OF NEXT CYCLE’S PROMOTIONAL MATERIALS & TRACKING/IMPLEMENTING CHANGES IN LOGIC MODEL •
•
UPON REACHING THIS STAGE, YOUR FIRST CYCLE’S PROJECT’S COMPLETED. TIME TO GO BACK TO PRE/RE RAISING.