(Global Information System - Project) !
Quarter 1 - 2014 - Report
THE CONTEXT
PURPOSE
SPECIFIC OBJECTIVES
CONTRIBUTION TO 2015 MoS
By optimizing processes through a new Global Information System, the network will maximize its efficiency being able to deliver 13/14 MoS and also move faster towards 2015 goals achievement.
To create a one-year plan in order to develop a new Global Information System.
To select an IT Vendor in order to develop a new Global Information System
To develop, test and deploy a new Main Platform with its Core Modules and Applications connected via an API National Level
This project aims to reach 100% realisation rate, 15 days GCDP matching, 30 days GIP matching and 30 days as average realisation time. This will only be possible after the system is developed, deployed and integrated to the current global platforms.
Section 1 - New Global Information System - Development
MILESTONES: • System Development: Dreaming process • System Development: Spec creation • System Development: Backlogs creation • System Development: Start system development sprints • Start User Interface Design & Development • Customer Flows – Proposal • Permissions structure – Proposal • Backlog shortlist – Proposal • To sign HoT Contract with Rockstar Development
www.
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Section 1 - New Global Information System - Development
PROGRESS UI Development: • HoT Contract has been signed • 02 weeks of Dreaming Process & Spec creation finalized with AIESEC International and Rockstar Development – Feb 2014, Rotterdam • Customer Flows proposal released: www.aies.ec • User Interface Development (Sprints 1-5) finalized: Search, EP Experience Timelines, Permissions & Dynamic Flows, Wikis, Dashboard, CRM and Profiles • Backlog shortlist proposal finalized: https://trello.com/b/l5As6Vjn/backlog-apps
www.aies.ec
Section 1 - New Global Information System - Development PROGRESS UI Design: • Functioning UI v0.5 launched on Invision: https://projects.invisionapp.com/share/ QKR6DDDC#/screens • Permissions structure proposal released: www.aies.ec
PROGRESS API Development: • Functioning API v0.5 launched on April 4th for testing: http://apidocs.aies.ec/ • Public Specification finalized • API Documentation finalized • API v0.5 audit finalized
CHALLENGES: • Ensuring that the whole AI Team was completely clear on the system Dreaming Process framework • Providing clarity on the Spec Creation flow from beginning to end • Technical terminologies and frameworks are difficult to be understood by non-technical people • Ensuring a connection to internal communications has been a challenge inside and outside of the AIESEC International team
www.aies.ec
Section 2 – Current Systems iterations
Section 2 – Current Systems iterations
Milestones • • • • •
OP & .ORG Front-end Development & Deployment API Development Bug fixing for all platforms Enabling MC Exchange Planning via Market Place Platforms Education
Successes • • • • • •
AI International/GST roles & responsibilities redefined 03 OP/ORS iterations have been fully developed Bug fixing has improved after hiring a full time developer from Rockstar Development Market Place fast development, deployment and implementation (70% of the network is using the platform) Collaboration behaviors across all regions due to Market Place fast implementation APIs have been developed for OP, Global ORS, NPS System, Market Place and MyAIESEC.net
Challenges
• Key iterations took too long to be developed/fixed such as Podio integration and Country customization • Even though there are a lot of education materials on MyAIESEC.net/ZenDesk and strong support from the Musketeers GST Team, the systems have not yet changed drastically our Global conversion rate and therefore brought significant Raising/Matching results during Quarter 1 • Key entities have not yet fully integrated their National Platforms to OP/ORS
Section 3 – GIS Implementation Plan
THE CONTEXT
PURPOSE
SPECIFIC OBJECTIVES
To create a structured GIS implementation plan in order to ensure that changes are smoothly and successfully implemented.
To create a pre-launch Engagement Plan around the system development
To create a post-launch Implementation Plan for AIESEC’s new Global Information System
Section 3 – GIS Implementation Plan
Milestones • • • • •
External Consultancy on Change Management Network inputs during XPROs Launch an Engagement Platform (AIESEC GIS Hub) Engagement activities - Phases 1-5 1st draft of an implementation plan
Successes
• • • • • •
AIESEC GIS Hub was launched before XPROs started: www.aies.ec AIESEC GIS Hub traffic: 20k pages views | 11K unique visitors XPROs Engagement Plan: GIS Session | GIS Video | GIS Mascot & Name brainstorming sessions held in every region The network is legitimately excited about the system The number and quality of feedback gathered through www.aies.ec User Interface releases: Search, EP Experience Timelines, Permissions & Dynamic Flows, Wikis, Dashboard, CRM and Profiles
Challenges
• • • •
Improving our channels in order to get more feedback from the network Improving AIESEC International Team involvement on the the system feedback process AIESEC International spending more time learning about Change Management due to XPROs timeline Ensuring a connection to internal communications has been a challenge inside and outside of the AIESEC International team
QUARTER 2 – Plan Overview
New Global Information System Development • • • • • • • •
System development: Final programming sprints GIS feedback driven release User Interface and Development: Final programming sprints and concepts release Data/Database Migration Plan and Testing IT Vendor Contracts follow ups AI 13-15 Team transition Decision making: Customer Flows, System permissions, Backlogs, Systems shut-down dates defined Create a communication plan for key stakeholders (MCPs, LCPs, Companies, EPs, AI, MCs, LCs)
Current Systems iterations
• • • •
OP/ORS/Market Place/NPS System/MyAIESEC.net migration plan defined OP/ORS iteration list finalization Define Market Place development scope for AI 13/14 legacy and GIS project Ongoing bug fixing and network support
GIS Implementation Plan • • • • • •
Improve AIESEC GIS Hub and channels in order to drive more/better traffic to the platform Refresh GIS Engagement Plan Implementation Plan proposal for AI 14-15 team Research and Consultancy on Change Management Ensuring a connection to internal communications Major MC touch-points: Include GIS on MCP Summit Agenda, National Planning Framework and MC Transition Agenda