Gip business rules

AIESEC’s NewGlobal Information System

1. Why a new GIS now?

2. Why and what of the Business Rules in

GIS?

3. How will LC GIP structures change?

4. Testing and Implementation

5. The resources

6. My questions

Flow of this Session

Why a new GIS

NOW?

From 1948 until 2011 we provided

257,079 exchange experiences

We aim to deliver nearly 1 million experiences by 2015

(cumulative XPs from 2010-2015).

That’s 60% growth in GCDP and 220% in GIP

…in the next 18 months

We are a purposeful, collaborative, and

driven generation of 100,00 young leaders,

ready to achieve 2015 and beyond

But we’ll never make

this jump with

yesterday’s processes

and today’s

Why now?

& If we can connect our resources…

100,000

members of Gen

2015

Opportunity Portals

for EPs

and Members

MarketPlace

Business Intelligence

for all our members

and customers NPS

...We can achieve 2015

GIS

External Competition:

External threats:AIESEC’s competitors provide some of the

same services as we do, but much faster

Customer feedback Our customers say our communication

effectiveness and processes need

improvement

Customer Centric SystemsTo provide excellent customer experiences,

we need a system that supports that

experience from the first point of engagement

until experience completion

& there’s even more REASONS...

Current systems

are expensive

So many

unconnected

systemsOld and inflexible

technology

Frequent System

Failure

Internal Challenges:

And don’t forget these...The bottom line?

need to become

We

So what are we doing?

Leveraging modern technologies to develop a new Global

Information System to optimise our processes and provide powerful

business intelligence to speed up operations.

This will replace myaiesec.net, the Net Promoter Score platform, the Global

Online Registration System, the Opportunity Portal and the MarketPlace and

put them all into one connected system.

IN a nutshell?

A FASTER& SMARTER

AIESEC

10 years from now...WE WILL SAY...

We achieved 2015 & beyondby empowering a generation

with the technology to be

smarter and fasterthan ever before

So let’s look at our current customer

flows and how those will change for GIP, GCDP, and TMP/TLP

A customer flow is the activities a

customer experiences from their

first interaction to the final

delivery of the service. For

example, everything that

happens to the EP in the

Ra/Ma/Re customer flow. If

AIESEC made their customer

flow smarter and faster, I think

they could achieve 2015

So let’s look at our current customer

flows and how those will change for GIP, GCDP, and TMP/TLP

A customer flow is the activities a

customer experiences from their

first interaction to the final

delivery of the service. For

example, everything that

happens to the EP in the

Ra/Ma/Re customer flow. If

AIESEC made their customer

flow smarter and faster, I think

they could achieve 2015

Why and whatbusiness rules?

The reason why behind business rules

By having business rules we become more clear and effective

By having business rules,

we drive our network as

one to have a clear &

“clean” system, with

accurate opportunities.

By having business rules,

we drive our network as

one to be more effective,

by having faster

processes, run by

business intelligence

Business rules for the proposed customer flow For AUGUST Launch

AlumniSTRANGER

Smarter & faster oGIP

SIGN UP APPLY MATCH REalize COMPLETE Re-integrate

Young Person

goes to

aiesec.org

Creates profile on

Opportunities

Portal

Edits and adds to

their profile while

browsing

Opportunities

View is limited

based on profile

completeness

Matchability guides

what they should

and can apply for,

based on:

background, SP,

dates, entity

partnership

TNs may require

them to: complete

an inbuilt language

test, competency

test, values test

Complete video

cover letter

TN taker may ask

them to interview,

this will go in their

notifications

If they both accept

ANs, then it’s a

match!

Standards tracking

prompted (home)

Invited to OPS (home)

Logistics tracked

LEAD content

prompted (home)

Indemnity, XPP,

Insurance

requirements

prompted (home) Promoter prompt

Integration content

prompted (host)

Proactive Fire fighting

LEAD content

prompted (host)

NPS Survey

Standards tracking

prompted (host)NPS Survey

Re-integration

seminar

Showcasing their

story (promoter)

Upselling to another

product

GCM/LEAD content

Business Rules for the proposed customer flow For AUGUST Launch

SIGN UP

Users are directed to programs based on the profile they filled

at sign-up.

1



SIGN UP

View is limited based on profile completeness for externals

signing up for GIP/GCDP

2



SIGN UP

Members in a current TMP/TLP role have unlimited view.

3



SIGN UP

Students cannot apply if they are over 30 years of age

4



APPLY

Person can only apply for an opportunity after completing

his/her profile

5



APPLY

As soon as a person applies for a first application, the person

will become an 'active lead'

6



APPLY

If a person is not applying/searching/in an application process

for over 30 days, the person goes back to being a non active

lead

7



APPLY

A person can apply for limitless opportunities at the same time

8



APPLY

An application is valid for 21 days, if there is no progress in the

selection process for over 21 days, the application is rejected

(customisable by MCs)

9



APPLY

Out of the total amount of countires you are partnering 5%

need to be tier 3 entities.

10



APPLY

If the matchability of a person is lower than 30%, you will not

be able to apply to the TN

11



MATCH

EP needs to complete EP contract & AN to approve the match

12



MATCH

TN manager needs to complete TN contract & AN + confirm

end and start date to approve the match

13



MATCH

EP & TN manager need to approve the match before the EP

manager can approve approve the match

14



REALISED

Insurance & indemnity form have to be uploaded/completed

before changing the status to realized

15



REALISED

Standards (till realize) checkboxes has to be filled before

changing the status to realized

16



REALISED

TN Manager will put the form on realised

17



COMPLETED

Standards (till completed) checkboxes has to be filled before

changing the status to completed

18



COMPLETED

Internship is completed when the end date expires

19


Business rules for the proposed customer flow For AUGUST Launch

AlumniSTRANGER

Smarter & faster iGIP

SIGN UP APPLY MATCH REalize COMPLETE Re-integrate

Young Person

goes to

aiesec.org

Creates profile on

Opportunities

Portal

Edits and adds to

their profile while

browsing

Opportunities

View is limited

based on profile

completeness

Matchability guides

what they should

and can apply for,

based on:

background, SP,

dates, entity

partnership

TNs may require

them to: complete

an inbuilt language

test, competency

test, values test

Complete video

cover letter

TN taker may ask

them to interview,

this will go in their

notifications

If they both accept

ANs, then it’s a

match!

Standards tracking

prompted (home)

Invited to OPS (home)

Logistics tracked

LEAD content

prompted (home)

Indemnity, XPP,

Insurance

requirements

prompted (home) Promoter prompt

Integration content

prompted (host)

Proactive Fire fighting

LEAD content

prompted (host)

NPS Survey

Standards tracking

prompted (host)NPS Survey

Re-integration

seminar

Showcasing their

story (promoter)

Upselling to another

product

GCM/LEAD content


Companies must be in territories where AIESEC is present

SIGN UP

1



If a member registers a company with more than 10,000

employees AI receives a notification or prospect list

SIGN UP

2



Members signing up a company are required to complete

Company Name, Industry, Country/Territory, Employee Size,

Description

SIGN UP

3



Companies can be signed up by AI, MC, LC EB, iGIP

members, and others given permission by LC VP iGIP

SIGN UP

4



All MC members can create an opportunity is company profile

is 100% completed.

APPLY

5



MC can delegate permissions to create opportunities to LC EB

and members

APPLY

6



All opportunities must be approved by host MC prior to going

live on the system

APPLY

7



Can delegate approve the opportunity to go on raise

APPLY

8



Maximum 1 sub-product and 2 backgrounds

APPLY

9



Opening an opportunity prompts the TN Manager to receive an

overview of the matching and delivery process and when each

thing should happen (content provided by MCs)

APPLY

10



Company can only have an opportunity opened once their

profile is complete

APPLY

11



MC can put a certain amount of days per step in the selection

process as deadlines for the applicants to fulfill the step

APPLY

12



Following should be required: JD, backgrounds, education

(graduate, undergraduate, postgraduate), country/regional

preferences, language requirements, skills, location

(connected to main/branch accounts), salary per month,

duration, any additional information required)

APPLY

13



TN Manager can only accept one EP per role at a time

MATCH

14



TN Manager accepting an EP prompts a notification to the EP

and the EP Manager to approve the match

MATCH

15



When the EP and EP Manager accept the match, the TN

Manager can automatically send reception materials, visa

information, LEAD content, etc to the EP

MATCH

16



MC can set materials to be automatically sent to any EPs upon

match

MATCH

17



TN manager needs to complete TN contract & AN + confirm

end and start date to approve the match

MATCH

18



Insurance & indemnity form have to be uploaded/completed

before changing the status to realized

REALISED

19



Standards (till realize) checkboxes has to be filled before

changing the status to realized

REALISED

20



TN Manager will put the form on realised

REALISED

21



Realised Stage begins with the first day of work of the EP

REALISED

22



Process Survey results sent to TN Manager upon realization

REALISED

23



Standards (till completed) checkboxes has to be filled before

changing the status to completed

COMPLETED

24



Internship is completed when the end date expires

COMPLETED

25



NPS Survey sent to TN Manager upon completion

COMPLETED

26



TN Managers prompted to contact TN-takers every month (or

another standard set by MC)

RE-INTEGRATION

27



TN Managers prompted to meet with TN-Takers every quarter

(or another standard set by MC)

RE-INTEGRATION

28


HOW our structureswill change?

Role

- Alignment with MKT to guarantee

a marketing strategy based on EY

Parterships and students needs

- LEAD for EPs

- OPS delivery

- Guarantee legal support and

insurance for the EP

- Overall EP support throughout the

experience

Key deliverables

• Conversion Rate (Apply -> MA)

• # MA

• # RE

• # Complete XP

• MA Time

• NPS

• % Promoters

• % Response Rate

KPIs

OGIP Front Office

Lc structures Towards the customer flow implementation

1) To capitalize on the business

intelligence to work with more accurate

marketing strategies for promotion (MKT

sinergy)

2) To guarantee the right alignment with

ICX partners for promotion alignment

(MKT sinergy)

3) To deliver expectation setting and

alignment for the EP (LEAD, OPS,

interview alignment)

4) To guarantee a good delivery and fast

response to any necessary Fire Fighting

5) To make process improvement based

on customer feedbacks

Mkt-Comms

TM

Finance

OGIP Back Office

Lc structures Towards the customer flow implementation

Role:

To guarantee a more aligned and focused

promotion in order to increase the number of

MA from high matchability

Key deliverables:

-Targeted attraction

-Management of sign-ups as potential leads

(direct marketing with opportunites connected

with matchability)

-Incentives to actively search / apply to TNs

-Showcasing of the experiences

-Entity Partnerships – Based marketing

KPIs:

-Website visits

-Website to GIS Conversion

-# Sign-ups

-% MA from over

X matchability

-Sign up to apply conversion rate and time

-Sing up to match conversion

-NPS Satisfaction

Role: To guarantee the L&D of the oGIP

team for a good development and

delivery of the members

Key deliverables:

1) Guarantee Team Minimums delivery

2) To deliver Educational Cycle based

on the members needs

KPIs:

%Productivity

# Members allocated in every project

% Team Minimums fulfillment

% Response Rate

# IXP

Role: Ensure LC sustainability

implementing new Financial

Model aligned to GIS

Role

- Sales in different markets

according to the SP and S&D

- Embedding BI for more efficient

sales (CRM)

- Account management in the

company

- If company posted a JD to GIS

without human interaction,

providing consultancy for JD

- To guarantee standards

delivery

- Ensure LEAD and IPS delivery

- To make process improvement

based on customer feedbacks

Key deliverables

• # Sign Ups

• # MA

• # RE

• # Complete XP

• MA Time

• NPS

• %Promoters

• %Response Rate

• %reRA

• # TNs per TN Taker

• # cold calls per member per week

• # meetings per member per month

KPIs

IGIP Front Office

LC STRUCTURES Towards the customer flow implementation

To ensure leadership

development of the EPs

through a GIP experience

with right alignment in the

delivery of the experience

TM

MKT - Comms

Finance

IGIP Back Office

Role: To guarantee the L&D of the IGIP team

for a good development and delivery of the

members

Key deliverables:

- 1) Guarantee Team Minimums delivery

2) To deliver Educational Cycle based on

the members needs

KPIs:

• % productivitity

• # members allocated in every project

• % team minimums implementation

• NPS

• % Promoters

• % Response Rate

Role: To facilitate the promotion for the TN side with

company and opportunities promotion

Key deliverables:

- Opportunity Marketing (Sell the TN)

- Leverage on OP-numbers (available profiles per sector,

age, etc.) for a more consistent B2B Marketing

- Company Marketing (position the TN taker itself to

ensure ongoing applicants for even later opportunities

- Partnership-based B2B Marketing (supporting Entity

Partners' EP Supply)

-SEO/SEM strategies for B2B (*)

KPIs:

- # Applications per TN (opportunty Marketing)

- TN Match Rate (opportunity marketing)

- TN Match Time (opportunity marketing)

- % of applicants above 80% matchability (efficiency of

marketing)

Role: Ensure LC sustainability

implementing new Financial

Model aligned to GIS

LC STRUCTURES Towards the customer flow implementation

Testing & Implementation

5 Simple steps to test THE GIS

1.

Register to the

system

2.

Log in to the

system

3.

Do specific

actions which

are specified in

this user guide

4.

Give feedback

after each action

(even when you

like everything)

5.

Come back to

test the system

and check if you

like the changes

Starts TODAY!!

The Resources

https://aiesec.zendesk.com/hc/en-us

[email protected]

Check www.aies.ec which is updated with all

the information about the GIS. You can find

there

- All customer flow videos & previous

webinar

- Implementation plan template

- GIS session example with video

explanation

- GIS testing guides

Visit the site constantly as all new materials are

being uploaded

Read the FAQs which are being

constantly updated

Go through all the GIS

newsletters that have been

sent to MCPs (ask your MCP to

forward it)

Check it in your inbox every week

https://aiesec.zendesk.com/hc/en-us

mailto:[email protected]

My Questions

What is going to happen until IC:

Finishing of system development

Cleaning data before the final migration

First round of system testing (4 guides

already out)

Creating proposals for the refreshed

financial model (due to the new customer

flows)

Every MCP will get an account who can after

give accounts for the MC members & LCPs

Timeline before IC

What should i do before ic:

Contantly update the MC checklist

Select a GIS responsible from your MC (who is not the MCP)

Read all released materials

Create a detailed implementation plan & submit it to AI

Run session with your LCPs (& possibly all EBs) about why,

how, what of the GIS

Test the Beta version of the system & give feedback

Understand in details (with the whole MC) what changes the

new customer flows will bring to your entity

Reject all EPs and TNs with starting date earlier than 15th of

August (we won’t migrate older EP&TN forms) DDL.:15th of

August

Myaiesec.net will be still running and we will still run operations there

We will continue to test the GIS (in more details, with more functions) and give feedback

about bugs or anything that should be changed until the final switch

The development of the GIS will continue based on that

Data will be migrated at the end of every day from myaiesec.net to the GIS

Except for files: those will be migrated only twice: once in August and once finally in

October

The two system won’t be complete mirrors so matching & realization should mainly still

happen on myaiesec.net

What is going to happen between IC and the end of October?

To give feedback and make sure that the time of the switch the system is working the best

possible way & has the fewest bugs possible

To understand the logic of the system and get comfortable using it

To start training your members & make sure that „business goes as usual” after the switch

To participate in a competition including the whole network (details coming at IC )

Why should I test the GIS if operations will be still done on myaiesec?

Continue filling the MC checklist

Educate your membership in large scale on what the new customer flow will mean for

them

For example: how their roles changes

Test the GIS weekly and get to know the system (log in as offen as you can)

Give feedback to the system

Decide on where to charge the EP fee

Make sure that LCs have a clear implementation plan about customer flows & GIS

Fill country partnerships & entity goals in the system

What should I do from IC till the end of October?

Date post:	08-Jul-2015
Category:	Leadership & Management
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Gip business rules

Leadership & Management