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
Smarter & faster oGIP
Business Rules for the proposed customer flow For AUGUST Launch
SIGN UP
View is limited based on profile completeness for externals
signing up for GIP/GCDP
2
Smarter & faster oGIP
Business Rules for the proposed customer flow For AUGUST Launch
SIGN UP
Members in a current TMP/TLP role have unlimited view.
3
Smarter & faster oGIP
Business Rules for the proposed customer flow For AUGUST Launch
SIGN UP
Students cannot apply if they are over 30 years of age
4
Smarter & faster oGIP
Business Rules for the proposed customer flow For AUGUST Launch
APPLY
Person can only apply for an opportunity after completing
his/her profile
5
Smarter & faster oGIP
Business Rules for the proposed customer flow For AUGUST Launch
APPLY
As soon as a person applies for a first application, the person
will become an 'active lead'
6
Smarter & faster oGIP
Business Rules for the proposed customer flow For AUGUST Launch
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
Smarter & faster oGIP
Business Rules for the proposed customer flow For AUGUST Launch
APPLY
A person can apply for limitless opportunities at the same time
8
Smarter & faster oGIP
Business Rules for the proposed customer flow For AUGUST Launch
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
Smarter & faster oGIP
Business Rules for the proposed customer flow For AUGUST Launch
APPLY
Out of the total amount of countires you are partnering 5%
need to be tier 3 entities.
10
Smarter & faster oGIP
Business Rules for the proposed customer flow For AUGUST Launch
APPLY
If the matchability of a person is lower than 30%, you will not
be able to apply to the TN
11
Smarter & faster oGIP
Business Rules for the proposed customer flow For AUGUST Launch
MATCH
EP needs to complete EP contract & AN to approve the match
12
Smarter & faster oGIP
Business Rules for the proposed customer flow For AUGUST Launch
MATCH
TN manager needs to complete TN contract & AN + confirm
end and start date to approve the match
13
Smarter & faster oGIP
Business Rules for the proposed customer flow For AUGUST Launch
MATCH
EP & TN manager need to approve the match before the EP
manager can approve approve the match
14
Smarter & faster oGIP
Business Rules for the proposed customer flow For AUGUST Launch
REALISED
Insurance & indemnity form have to be uploaded/completed
before changing the status to realized
15
Smarter & faster oGIP
Business Rules for the proposed customer flow For AUGUST Launch
REALISED
Standards (till realize) checkboxes has to be filled before
changing the status to realized
16
Smarter & faster oGIP
Business Rules for the proposed customer flow For AUGUST Launch
REALISED
TN Manager will put the form on realised
17
Smarter & faster oGIP
Business Rules for the proposed customer flow For AUGUST Launch
COMPLETED
Standards (till completed) checkboxes has to be filled before
changing the status to completed
18
Smarter & faster oGIP
Business Rules for the proposed customer flow For AUGUST Launch
COMPLETED
Internship is completed when the end date expires
19
Smarter & faster oGIP
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
Business Rules for the proposed customer flow For AUGUST Launch
Companies must be in territories where AIESEC is present
SIGN UP
1
Smarter & faster iGIP
Business Rules for the proposed customer flow For AUGUST Launch
If a member registers a company with more than 10,000
employees AI receives a notification or prospect list
SIGN UP
2
Smarter & faster iGIP
Business Rules for the proposed customer flow For AUGUST Launch
Members signing up a company are required to complete
Company Name, Industry, Country/Territory, Employee Size,
Description
SIGN UP
3
Smarter & faster iGIP
Business Rules for the proposed customer flow For AUGUST Launch
Companies can be signed up by AI, MC, LC EB, iGIP
members, and others given permission by LC VP iGIP
SIGN UP
4
Smarter & faster iGIP
Business Rules for the proposed customer flow For AUGUST Launch
All MC members can create an opportunity is company profile
is 100% completed.
APPLY
5
Smarter & faster iGIP
Business Rules for the proposed customer flow For AUGUST Launch
MC can delegate permissions to create opportunities to LC EB
and members
APPLY
6
Smarter & faster iGIP
Business Rules for the proposed customer flow For AUGUST Launch
All opportunities must be approved by host MC prior to going
live on the system
APPLY
7
Smarter & faster iGIP
Business Rules for the proposed customer flow For AUGUST Launch
Can delegate approve the opportunity to go on raise
APPLY
8
Smarter & faster iGIP
Business Rules for the proposed customer flow For AUGUST Launch
Maximum 1 sub-product and 2 backgrounds
APPLY
9
Smarter & faster iGIP
Business Rules for the proposed customer flow For AUGUST Launch
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
Smarter & faster iGIP
Business Rules for the proposed customer flow For AUGUST Launch
Company can only have an opportunity opened once their
profile is complete
APPLY
11
Smarter & faster iGIP
Business Rules for the proposed customer flow For AUGUST Launch
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
Smarter & faster iGIP
Business Rules for the proposed customer flow For AUGUST Launch
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
Smarter & faster iGIP
Business Rules for the proposed customer flow For AUGUST Launch
TN Manager can only accept one EP per role at a time
MATCH
14
Smarter & faster iGIP
Business Rules for the proposed customer flow For AUGUST Launch
TN Manager accepting an EP prompts a notification to the EP
and the EP Manager to approve the match
MATCH
15
Smarter & faster iGIP
Business Rules for the proposed customer flow For AUGUST Launch
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
Smarter & faster iGIP
Business Rules for the proposed customer flow For AUGUST Launch
MC can set materials to be automatically sent to any EPs upon
match
MATCH
17
Smarter & faster iGIP
Business Rules for the proposed customer flow For AUGUST Launch
TN manager needs to complete TN contract & AN + confirm
end and start date to approve the match
MATCH
18
Smarter & faster iGIP
Business Rules for the proposed customer flow For AUGUST Launch
Insurance & indemnity form have to be uploaded/completed
before changing the status to realized
REALISED
19
Smarter & faster iGIP
Business Rules for the proposed customer flow For AUGUST Launch
Standards (till realize) checkboxes has to be filled before
changing the status to realized
REALISED
20
Smarter & faster iGIP
Business Rules for the proposed customer flow For AUGUST Launch
TN Manager will put the form on realised
REALISED
21
Smarter & faster iGIP
Business Rules for the proposed customer flow For AUGUST Launch
Realised Stage begins with the first day of work of the EP
REALISED
22
Smarter & faster iGIP
Business Rules for the proposed customer flow For AUGUST Launch
Process Survey results sent to TN Manager upon realization
REALISED
23
Smarter & faster iGIP
Business Rules for the proposed customer flow For AUGUST Launch
Standards (till completed) checkboxes has to be filled before
changing the status to completed
COMPLETED
24
Smarter & faster iGIP
Business Rules for the proposed customer flow For AUGUST Launch
Internship is completed when the end date expires
COMPLETED
25
Smarter & faster iGIP
Business Rules for the proposed customer flow For AUGUST Launch
NPS Survey sent to TN Manager upon completion
COMPLETED
26
Smarter & faster iGIP
Business Rules for the proposed customer flow For AUGUST Launch
TN Managers prompted to contact TN-takers every month (or
another standard set by MC)
RE-INTEGRATION
27
Smarter & faster iGIP
Business Rules for the proposed customer flow For AUGUST Launch
TN Managers prompted to meet with TN-Takers every quarter
(or another standard set by MC)
RE-INTEGRATION
28
Smarter & faster iGIP
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
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
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?