THE CLARITY OF WHY by Lia Hermanto

SETTING EXPECTATION

Why exchange? Why project? Why GCDP?

WHY?

GCDP

(Global Community Development Programme) Experiential learning for young people to develop their personal skills enhancement and self development. GCDP Provides youth a quality through social project that relevant with global issues. Aims to involve young people to participate in giving cross cultural social impact.

(n) A word that is always shouted by AIESECers whenever they are asked “Why”

WHY CROSS-CULTURAL?

Itâ&#x20AC;&#x2122;s about

PERSPECTIVE

GCDP

(Global Community Development Programme) Our key points:

Experiential learning Personal skill enhancement and self development Social project

Global issues

Cross-cultural social impact

GCDP

(Global Community Development Programme) What is our value?

Developing communities

What we are doing in GCDP

How are we going to do exchange program?

Exchange Flow

Fundamental Changes

GCDP

Flow Making GCDP WHY? Changes It Happen Powered by

Purpose Our organizationa l stand Leadership development

Becomin g truly custome r centric

Our competitor s push

WH Y?

Impa ct

ICX

Impa ct

What is different? Analyze Customer Flow; Changes on GCDP (25’ Changes + 5’ SHaring)

OGX • Opportunities Transparency • EP can easily go through the process • Better Promises and Expectations • Better offering of value • Matchability recommending suitable TNs to EPs • Standards (LEAD, Preparation, Expectations Setting) Alignment and tracking • Insurance Upload • EP & EP Manager approve match Powered by

Impa ct ICX

• Higher importance to marketing of opportunities • Virtual Tests and Shortlisting, Interview doesn't have to take place on both sides • Need for faster customers response, otherwise applications are withdrawn after 15 days • Re-allocation of EPs within project • Job Description and Working Hours checking • Materials set by MC sent out automatically to EP upon match • Dates updated upon match

How does this change what we do? Analyze Customer Flow; How does that affect our role and synergies (25’ Changes + 5’ SHaring)

Costumer Experience

Management

Objective Give clear picture of how S&S role in Leadership Development Evaluation of current SnS implementation, Action step of implementing new CE system in Local level

HY W

W O

T A H W

R E Y T E U O RN U JO

R E Y N E IN RN U JO

After EXPA nps survey = expectations Measure the right promise at the right time!

NPS after EXPA

Internships Less than 3 months

Internships 6 months

Internships more than 6 months

1 Survey

2 survey

3 surveys

Completed

Realized & Completed

Realized, Halfway & completed

Global Standar

XPP 16Standard

16 standard

XPP Review Preparation

EP Attends Outgoing Preparation

Job Description

Job activities and Job Description must be the same as when matched and accepted through the AN forms. Any changes need to be in written form and agreed upon by TN, EP and AIESEC.

Working hours

25 hours per week minimum for GCDP and 35 hours per week minimum for GIP

Insurance

Comprehensive Travel Insurance for EP (including medical cover)

Arrival Pick Up

Pick up from point of entry is MANDATORY. In case the point of entry into country/territory is not the same as the destination of the TN, detailed travel/transport directions MUST be provided to EP at time of Match

First Day of Work

EP must be taken to work on their first day

TN Taker 4.4.3.8. The TN Taker must set expectations with the EP regarding expectations of the exchange job role prior to the arrival of the EP.

Aiesec Indones Standa

Quality Minimum Promise

Pre arrival

Welcome Greeting Introducing Intern Buddy Introducing Hostfamily Send Information booklet -Reception Booklet -Local Information Booklet -Project information

Arrival Pick Up / direction SIM CARD Welcoming party Ips First Day of work Practical training for Public transportation LC actuvity information Personal goal

During internship

Finish internship

Ep visit and evaluation (expectation meeting, lnd tracking TN/oc visit Integration to lc visit Buddy visit

Last evaluation Testimoni Information of departure Farewell Regocginition Airport/direction

icx SIDE

ICX

Use

If there is a complain

OGX

You have to fight for the Take seriously the rights of you Eps. complain, fast For OGX people, please make response max Understand andreply (for sure) sure your EP “melek XPP” so 2x24 hours implement the Minimum that they know what are their Standard of Delivery When rights.you complain to icx side AIESEC in Indonesia the guidelines we providesmake sure you follow procedure of complain Make sure the complain Educate your ep the procedure of complaining and procedure is followed For ICX people, please keep in mind that every intern that coming here is “melek XPP” so every single thing you did wrong could raise new cases

keep mantain the communication during their Try to find the best solution internship for both side

OGX and ICX OGX SIDE

Contribution to Standard of experience

OGX can be complained by hosting entity if dont provide the right standard for Eps

N t o ! e

You can complain to sending entity if they dont provide the standard that nee to do by sending entity

ICX SIDE

ICX and OGX have their own responsibility, if one side cant fullfil the responsibility by mean other side can complain . Remember â&#x20AC;&#x153;experience and learningâ&#x20AC;? is the responsibility of both side. Ogx have to make sure not only during preparation or before internship but also during and after internship while icx focus during

Fighting Procedure

• The intern or the TN organization should inform each other and try to solve an issue privately with them • TN manager or EP manager should supporting this process

• If step 1 has been tried and failed, the intern or the TN manager should inform the sending and hosting entity to solve the problem • Responsible Hosting, sending entities LCVPs, LCPs, EP manager and TN manager should supporting this process • If step 2 has been tried and failed, then TN manager or the EP manager should send request to ECB as well as the MC VP responsible to help solving the case • Hosting, sending entities MC, LC and EP/TN manager should supporting this process • If ECB has been tried and failed to close the case, NCB should support to bring the case to ICB (Internal Control Board)

Entity case level Likeli hood

Impac Freque Possib t nt le 1 Minor 2 Moder ate 3 Freque LC LEVEL nt

NST LEVEL MC LEVEL

3 Rare

 Un matched JD in TN form with JD in the reality  Un suitable working hour  Un matched duration  No arrival pick up IL Problem and/or validation  No host fami, EP buddy and intern of Visa extension requirement buddy  No integration to LC activities Un standardize first day of  Late reimbursement or salary work  Can not adapt with weather, food, Not have insurance and/or not culture,environment,  No departure valid insurance support Thievery  No LEAD Racism  No IPS,OPS, WEBINAR or/and( Car accidents Accidents , natural induction disaster and major injuries)  Language proficiency Sexual harassment Drugs Murdered

e h t e v ri D If we are not meeting e c Valuable essen

our standards, then brand we are not delivering High quality our experience

leadership development Organization al sustainable promise tion Collabora

Action oriented

And we will never achieve nor

exceed

our

satisfaction goal

HERE ARE THE COMMON CASES HAPPENED IN 2014 (BASED ON NPS DATA)

Support by Communication Host and Management by the Host Entity Home Entity during the XP Information about VISA JD ClarityInformation & JD about Exchange Condition alignment with TN Form Working environement (iGIP) Accomodation

Let’s Check The Tools Host Evaluation Reception Booklet

Evaluation meeting ep Host-fam (info, agreement, meeting TN 1st day of work Webinar - LEAD – req) IPS

Home Co-delivery (LEAD and Induction XPP education EP Guideline

Learning) OPS EP Buddy

Zero Case Challenge

Standards ANd satisfaction

how

what why Powered by

Making it happen

INTO MY REALITY

our definition for success Standards

MoS

2015

Measure the Standards KPI % fulfillment

july

Satisfactio MoS n

NPS KPI48 KPI KPI 63 15 40

promoters detractors

Response rate

80 % 8 %

Of companies are convinced they provide a superior customer experience Of their customers agree

Exchange Program Policies (XPP)

Objectives • Exchange Participants acknowledge about our Exchange Program Policy • Exchange Participants acknowledge about rules and procedure in exchange • re-inform them about break match and break realize • to understand what is expected from EPs, what they can expect, what rules they need to respect.

XPP consist of 5 parts : Each Chapter has its specific serial numbers for policies:

Glossary • Home LC : Sending entity (AIESEC LC Bandung) • Host LC : Hosting entity (your LC destination) • Organization (TN Taker) : Non government or goverment entity hosting the EP during the program • Break Match : Situation when the EP cancel their program after the match procedure has done. • Break Realize : Situation when the EP return to their home country during the the program.

Home LC responsibilities

Home LC responsibilities • Ensure EP do the sign in contract • Clear standard and guideline of possible country destination choices • Tracking from EP Manager • Outgoing Preparation Seminar • Provide Information Needed

Host LC responsibilities

Host LC responsibilities • Provide invitation letter for VISA procedure • Provide contact details of Host LC • Food and Accommodation • Integration • Tracking • Booklet of the project • Give information regarding the country

Host LC provides a dangerous place as housing

The LC needs to find another one.

Host LC donâ&#x20AC;&#x2122;t involve the trainees in their LC

The trainee should communicate with the host LC and tell their home LC the situation

Host LC donâ&#x20AC;&#x2122;t pay or provide housing and food

The Host LC will have to cover all the food and housing that the trainee has paid *as they promise

Host LC asks for the wrong visa

If Host LC can solve the problem but was their mistake and trainee has to leave the country, Host LC will have to cover travel expenses.

Organizationâ&#x20AC;&#x2122;s responsibilities

Organization’s responsibilities •

Follow Job Description

•

Training

•

Professional Development

•

Healthy Environment

Organization donâ&#x20AC;&#x2122;t follow the Job Description The Host LC will have to find and offer the trainee 3 TNs withinn 20% of the internship duration but no longer than one month, and if it is a six weeks internship, it should be in 8 days. Failing to do so, the Host LC will cover the travel expenses. The trainee is forced to accept one of these three internships.

Organization environment is unappropiate to w

If there is any discrimination or harassment in the organization, the trainee should complain. Failing to improve, the Host LC will find for three different internships.

Additional break realize clarifications: (To the previous policy) Intern and hosting entity should consider that If a minimum of three Internships corresponding to the specifications of the EP form are presented within certain period and the Intern rejects them, the Hosting AIESEC entity is under no further obligation to the Interns.

Complaints procedure Internal level

Local level

National level

EPâ&#x20AC;&#x2122;s rights & responsibilities

EP rights • To take the program with minimum periode 6 weeks and maximum 8 weeks • Get education on AIESEC Way, myaiesec.net • Send acceptance note (EP AN) to TN form • To have preparation before leaving

EPs responsibilities The Intern is responsible to meet selection requirements and standards, including the responsibilities to: a) Participate in a Review Board organized by the Sending AIESEC Entity. b) Complete and sign all documentation necessary for participation in an AIESEC internship. c) Have written proof of the academic background (transcripts) and working experience (references) as specified on the EP form. d) Pass the language test(s) for all proficiency levels in non-Native languages or have written proof of the language level(s) as specified in the EP forms.

EPs responsibilities e)

Pay the necessary application fees and/or deposits to their Sending AIESEC Entity. f) Attend preparation events and complete the preparation requirements of the country and territory; h) Provide true and accurate information relating to work experience, academic backgrounds or language proficiency levels of the EP. h) Inform the Sending AIESEC Entity if he/she becomes unavailable for an internship, or if the intern is looking into other opportunities.

Requirement Towards Intern a) Have sufficient funds to incur all expenses related to transportation to and from the host country and territory. b) Have sufficient funds to cover all living expenses for the first four weeks of the internship. c) Officially register with the home embassy in the host country if their Home Country requires it. d) Behave in terms of cultural, religious, ethical norms, national or local law and other policies that exist in the country of internship; e) Take a proactive role in terms of informing Hosting entity about any situations or requirements; f) Inform Sending entity and take a proactive role If he/she wants to be involved in AIESEC activities during internship

Exchange Participant (EP) leaves

If the EP leaves without prove of an emergency, Home LC will have to find another EP to replace or the EP will have to pay half of the TN Fee.

Points to Consider Break Match Policies

Match Break Policies (Section 6) A “break match” is when: 1.EP rejects more than 3 TNs whose form in the system is matching in terms of required fields of the internship, professional background, job description or timelines without a valid reason. 2.EP provides false or inaccurate information in the EP form, resume or by any other means. 3.EP decided to quit the programme for any reason, which is not mentioned in “valid reason” section of this document, before the EP contract expires.

Match Break Policies (Section 6) A â&#x20AC;&#x153;break matchâ&#x20AC;? is when: 4. EP refuses to take up the job, however formal matching is done. 5. The intern continuously breaks the law or rules obeyed in the hosting country being aware of them.

Match Break Policies (Section 6) The consequences of a â&#x20AC;&#x153;break matchâ&#x20AC;? are as follows: 1. EP is obliged to pay the Sending LC a Break Match fee in certain amount Rp 1.500.000. The fee can be increased by the decision of LC EB according to the loss of the LC, whether tangible or not. 2. The EP should be banned from holding any Leadership position in AIESEC for the period of 1 year.

Match Break Policies (Section 6) Additional conditions for match break : • 2 weeks deadline to provide all the necessary documents for visa application (unless other timeline was agreed) • Visa process delay (other delay caused by third party) that fundamentally changes internship conditions • Family reasons – in this case EP has to be withdrawn from X (myaiese.net) program for 6 weeks

National Project Overview

Summer

Project

National

LEAD The Future

Nourish

The Future

Why National Project

National Issues

NOT HERE TO SOLVE THE issues DIRECTLY AIESEC DEVELOPS LEADERS INDONESIA NEED to solve those issues

adress the major issue that face by indonesia

t generator by focus on spesific issue and same strategy

irectly to solve these issues but to create more leader to be the solver

he brand and showcasing of the projects and drive more collaboration

Easier to Easier Sell to Match

Benefit

Strong Bigger BrandMore Showca Impact Quality Maintance Quality LnD

National Project F Project Initiation

Selectio n

Educatio n

plannin g

Controlling

Execution

Closing

Project Initiation National Issues

Issues are choosen based on research and social impact model. For national project we do the analisys in national project summit.

UNSRI UNSOE D IPB

PMBS

UNSRI UNSOE D IPB

UB 7

UNDIP SBY BDG 9

UGM

PMBS

pRODUCTIVITY-Realization ALL CLUSTER

UA UB

OPTIMISED GROWTH (GIP)

UMM

UNS

MATURE

UNHAS

UPNVY

START UP

Selection and Learning : Ra-Ma-Re Partnership : Ra, CRM Program Marketing : Ma, Promotion Finance and Logistic : Finance, Logistical event, Fundraising

UNILA

SUSTAINABLE

BINUS

EXPANSION

TLP will be under LCVP iGCDP

When you want to add people to the project, consider productivity and general role of each position. Ensure people inside project are equal to productivity goal

UGM

pRODUCTIVITY-matching

PRINCIPLE

UNS

MATURE

UMM

UNHAS

START UP

UPNVY

SUSTAINABLE

Structure of oc

UNILA

BINUS

OPTIMISED GROWTH (GIP)

pRODUCTIVITY-Raising EXPANSION

Selectio n

UNDIP SBY BDG 9

planning

Social Impact Model

Timelin e Budgeti ng

How to Define

Actio n Step

Responsibility

planning

Budgeting Easy if you understand Budgeting is the most important element of project management, and not just a tool of financial management.

planning

Budget Planning consist of: 1. Pessimis tic 2. Realistic 3. Optimisti c

Budget Planning

Action step

planning

Health Project Division

OCP Program and Marketing Finance and Logistic Corporate Relation Selection and Learning Reception

Week 1 Action StepResult

Week 2 Next To Do

Action StepResult

Next To Do

HEALVOLUTION This is national project of AIESEC Indonesia aims to reduce the risk of diabetes and obesity by creating a habit of consuming healthy foods and natural water among young people in Indonesia

Timeline: July – September 2015 Healthy Race

Daily Activities Timeline: July – September 2015, Every weekdays We aim to reduce the rate of diabetes and obesity population by creating the habit of consuming healthy foods and natural water to the children. This activity will be held daily while the interns giving interesting topics to the children to widen their knowledge and perspective. This routine will hopefully become a good habbit for the children so they live in a healthy way and prevent the diabetes and obesity. Target Participants: Interns, Elementary and Junior High School Students, Media

Timeline: July Everyweekdays

–

September

2015,

The children will get direct knowledge about healthy food by experiencing it in a fun way such as games. This activities will be held on one day during the project period. The children will play many games and will be rewarded. Target : Elementary students and Junior high School students

Bento Day Timeline: July – September 2015, Once a week To increase children awareness about the importance of consuming healthy foods and drinks as well as making the children directly contribute in the creation of the healthy food in a fun way. This activity will be held once a week, in every one particular day. The most creative Bento Box creation and the most supporter will be chosen as the winner every week. Target Participants: Elementary and Junior High School students

Culture Day & Food Festival Timeline: September 2015 This is an exhibition (like Global Village) to showcase people about healthy food options from each of the intern’s country and indirectly build the excitement to try to implement healthy food for daily life with diverse recipe. Interns will present about their culture (flag, traditional clothes, dance, songs, etc.) from their own country while giving some opportunity to the visitor to try their homemade healthy food. Target Participants: Public, Media Partner

ENTREVOLUTION This is national project of AIESEC Indonesia aims to increase the awareness and knowledge of youth to become entrepreneur as well as to increase number of youth to become entrepreneur in Indonesia

Timeline: June â&#x20AC;&#x201C; August 2015 LIVE WIRE Seminar Timeline: June 2015

Bright Ideas Roadshow Timeline: June-July 2015

Increase the awareness and spirit of youth to become entrepreneur as well as to give the knowledge to implement it in the reality

Give knowledge about entrepreneurship around the world by sharing each other and challenge the youth to create a pratical bussiness

Participants : University and high school student

Target Participants: school and orphanage

SMEV ACTION Timeline: June- July 2015 Is visiting small medium entreprise in local city. Interns will giving suggestion and also doing the suggestion to improve the capacity of these SMEs. This activities will be the platform to exchange the perpective of interns and also entrepreneurs in Indonesia

National Project Timeline realization Realization Batc 5

Realization BatcUMM 4

LC UGM. LC PMBS, LC UPN VY, LC UNHAS, PU, UNSRI

Realization Batc 3 UNILA, IPB LC UGM, Realization Batc 2 LC UNAND, LC UNIBRAW

Realization Batc 1 LC UNS,LC PMBS, LC BINUS

Ied Mubarak 2015 Week 1

June

July Health Project

August Entrepreneurship Project

2015

Project

Job

Project

Intern entrevolution Description

Healvolution

Making exciting teaching materials for the students in the class related to healty foods and lifestyle. Drive the children to bring lunch box from home everyday. Make a video about the the daily activities to be promoted online and presented in the cultural day.

Create a funny and creative game concept for healthy race and implement the idea and guide the children to achieve the objective of the games

Interns will visit SME (Small Medium Enterprise) to analyze the SWOT (Strength, Weakness, Opportunity, Treath), give the perspective by doing suggestion to SME. Interns have to evaluate the suggestion that already did each work.

Interns will collaborate with OC's in Project event : (Preparation & Execution) Interns will share about current condition of Entrepreneurship in their country and also empower students and particpants to have knowledge and courage to start their business.

Interns have to create short term business (Preparation & Execution) and practical it with Youth

Executio n

2015 Week 1

March

April

May

June

Executio n

Matching Week

Intern Conference

National Webinar

TN Open

2015 Week 1

March

April

May

June

Executio n

BD contribution on National Projects (Entrepreneur & Health) 1. Padang & Lampung : Government Support and Corporate 2. Jakarta : International Consultant and MnC 3. Bandung : Non - Corporate and Public Figure 4. Semarang: Telecommunication and Government Support 5. Surabaya : Corporate and MnC 6. Makassar: Corporate and Government 7. Malang: Non-Cooperate, Start-up companies, city-based companies 8. MC Indonesia : Government Support and MnC

Executio n MoS

Target

# sales calls done

# sales meeting done

# MoU signed for financial partners

# Revenue collected

5760000 0

% of partners raised from market list

25%

# MoM done # of data about partner raised on local chapter % of revenue gained from operational cost of project

5 16 60%

Jan

Feb

March

April

May

June

1 2 3 4 1 2 3 4 1 2 3 4 1 2 3 4 1 2 3 4 1 2 3 4

30 %

40 %

Executio n

PR strategies

Closin g For Project report please kindly use Project report template from national Consist of income statement and project event report, please send max 2 weeks after project end with all of the receipts.

• Mei June • November December