AIESEC in Delhi University Information Management Policies The Information Management Policies and Guidelines stated in this document inclusively govern AIESEC Delhi University as a Local Committee, as a part of AIESEC India, Member Committee. It explicitly defines how AIESEC Delhi University as a Local Committee operates in all the specific portfolios and official expansions for the successful implementation of Global Information System. As a member of AIESEC in Delhi University, each member has full rights to access the Global Information System under the present principles. As a part of AIESEC Global Network, AIESEC in Delhi University we follow the National Information Management Principles and we are part of the National Information System. Definition: The Information System (Global or National) comprises of aiesec.net as the main tool, PODIO.com as the national secondary and aiesecdelhiuniversity.org as the local secondary Information System Management tool. Implementation: Specific portfolios inclusively as the Local Committee is responsible for implementation and proper usage of the Information System, The Executive Body and the IM coordinator shall ensure that the Local Committee will encourage its members on responsible and sustainable usage of the Information System. Member Committee, AIESEC India will support the AIESEC in Delhi University in the implementation process. Support and Education: Member Committee, AIESEC India with Executive Body AIESEC in Delhi University and IM Coordinator shall provide the educational framework for the usage of the Information System as well as enable a proper system for feedback mechanism for the same. Communication: Executive Body & IM coordinator, AIESEC in Delhi University in support and Guidance with Member Committee, AIESEC India is responsible for monthly review of this document and communication of the same through the Executive Body, Focus Commission and Member Committee.
About Myaiesec.net Team Management: • Every member that is part of AIESEC in Delhi University needs to: 1. Be registered with user name and password 2. Have complete the profile details 3. Be part of the programs and teams is part of with the right data about job description and timelines 4. Subscribed to the AIESEC in Delhi University’s Newsletter and AIESEC India Newsletter 5. Subscribed to the AIESEC in Delhi University’s main wikis and AIESEC India main wikis 6. Have an make use of the @aiesec.net email Responsible: VP TM – VP IM and IM coordinator.
VP TM is responsible for assigning every member a team and ensuring that every member is
Policy Guideline Document, Information Management AIESEC in Delhi University India | shiva.kantvyas@gmail.com
registered on the Information System. VP M&IM is responsible for the implantation of the responsible and sustainable usage of the Information system. Communicate and address the feedback mechanism system for the same. IM Coordinator is responsible for the training and policy framework of use of information system, the IM responsible is also responsible for review of training and support in the usage of the Information System and its integrated tools.
Files: • All our LC files shall be name as: Title | Portfolio Name/ Functional area | Delhi University, INDIA • All our LC files need to have the key words: iGCDP /iGIP/oGEP/oGIP/BD/EwA/Marketing/ Communications/Information Management (any other specific portfolios), Delhi University, VP’Name and Functional Areas mention. • All our LC wikis files need to have view rights for all members and administrative right to shivakantvyas@gmail.com • Each LC area needs to update the files attached to their teams. Responsible: VP IM or IM coordinator deliver the Learning circle and format alignment about how to manage files and All EB members ensure this happen Wikis: • All our LC wikis shall be name as: Title | Portfolio/ Functional Area | Delhi University, INDIA • All our LC wikis need to have the key words iGCDP /iGIP/oGEP/oGIP/BD/EwA/Marketing/ Communications/Information Management/(any other specific portfolios), Delhi University, VP’Name and Functional Areas mentioned. • All our LC wikis need to have end date on 31.12.2013 • All our LC wikis needs to have view rights for all members and administrative right to shivakantvyas@gmail.com • Each LC area needs to have one wiki that contains the sections: Area purpose, structure, targets, results and resources. • The LC has a wiki that connects all area wikis together and has the sections: LC purpose, structure, targets, results and resources, The wiki is named Virtual Learning Center, here is the Link to the same: http://www.myaiesec.net/content/viewwiki.do?contentid=10223221 Responsible: VP IM or IM coordinator deliver the Learning circle and format alignment about how to manage wikis and All EB members ensure this happen, biweekly review on the number and nature of files updated on the Information System will be undertaken by the M&IM Department. Newsletter: • A Local newsletter is going to be sent weekly on every Wednesday of the month. • The information for the local newsletter is required to be filled on and before Monday every week in the Wiki “Newsletter Content | Marketing and Information Management | Delhi University – INDIA” here is the link for the same: • Every team shall publish a news item before any team meeting and subsequently post the agenda, Minutes of the meeting, Plan of Action and Output within 24 hours of the meeting taking place.
Policy Guideline Document, Information Management AIESEC in Delhi University India | shiva.kantvyas@gmail.com
About PODIO.com The Policy guidelines for the national secondary information management system is PODIO.com, governing policies will be soon issued by The Member Committee, AIESEC India. The Updated Policy Document will be released as per directives from the MC VP IM.
About aiesecdelhiuinversity.org The website based tool, aiesecdelhiuniversity.org, Developed by the LC to track all the operational information by the EB and HR Panel of AIESEC in Delhi University, Every member, AIESEC Delhi University requires to fill the application to qualify for the membership criteria. Every AIESEC in Delhi University Member has as an account on aiesecdelhiuniversity.org. User can login by going on the following link: http://aiesecdelhiuniversity.org/login.php The Username is your first name_second name, for ex. For Anant Chowdhary the username will be anant_chowdhary. The default password will be the first name of your VP. General Instructions:
Login to your account and change your password by clicking on settings. Members need to fill the tracker before Saturday 11:59pm, As soon as the clock strikes 12:00am the tracker can only be filled for next week. One needs to click on the blue color "MY TRACKER" tab in profile to fill the tracker. Fill the information in your profile by clicking on edit and then filling the details. In case of any HELP regarding the website and profiles, click the Help sheet on the top left or fill the following sheet:https://docs.google.com/spreadsheet/viewform?formkey=dG56bm1xVXB2NlVGOVBzWEYxcVJfTVE 6MQ#gid=0
You would see the evaluation of your weekly activity by Wednesday 11:59pm in your profile itself.
Shiva Kant Vyas Local Committee Manager Information Management and Communications Email: shiva.kantvyas@aiesec.net Ishita Malhotra Local Committee Vice President Marketing and Information Management Email: ishita.malhotra@aiesec.net
Policy Guideline Document, Information Management AIESEC in Delhi University India | shiva.kantvyas@gmail.com
Policy Guideline Document, Information Management AIESEC in Delhi University India | shiva.kantvyas@gmail.com