GIS Implementation

Preparation Guide Number 1

WHAT WILL MY IMPLEMENTATION PLAN

LOOK LIKE?

Remember Change mgmtYour implementation plan is based upon change management and making the launch of the

system as seamless as possible. See the Why, How, What guide for more info on change mgmt!

You now

YOU IN DECEMBER (or earlier!)

How to implement the GIS - OVERVIEW

July Milestones !

IC Taiwan Milestones

!

October Milestones

!

November !50% progress

70% progress 90% progress

100% done

A Non-USER is someone who has not heard of GIS

A gen2015 USER

is someone who actively uses the GIS in a daily basis

MC Internal Management

!• Run GIS Session

with MC current and elect (Why | How | What) !

• Select MC responsible for GIS

• Decide if the entity wants to migrate its national systems or shift totally to the GIS

• Apply or not for the Pioneers team

Network Communication !

• All LCPs can explain the Why |How and What!

• Membership at large are aware of the GIS and the why/how/what!

• Use GEN 2015 to drive behaviors !

• Every LC has a final GIS responsible !

• All LCPs and LCVPs understand the new customer flows and the changes from the current flows

Testing Phase !!• All LCPs have

received the GIS Testing Guide!

• All MC & LC’s GIS responsible know how to explain the testing phase to their members!

• Members have started testing the platform

Change Management !

• Every MC has a Change Management Plan!

• All MC members understand the new customer flows and the changes from the current flows!

• Decide where MCs want the payment and contract signing in the flow !

• Weekly internal comms

*AI may require MCs to do additional tasks to set up the system for their entities (e.g.: business rules, customization, small decision making

END July CHECK LIST

MC Internal Management

!• Submit a detailed

implementation plan to AI !

• Finalize any budget implications for implementation (Summits, extra MC visits, HR, R&R)

• If any integration – final decision must be made, and integration planned and budgeted

• education support

Partners Communication

!• Make all available

EPs aware that we are building a new system and how/if they will be able to use it!

• Make all available Companies aware that we are building a new system and how/if they will be able to use it!

• Make all alumni aware that we are building a new system and how/if they will be able to use it

Testing Phase !! !• System testing

goal tracking!• All MC & LC’s GIS

responsible are actively testing the platform and providing feedback to AI!

• 50% of the plenary is testing the platform

Network Education

!• MCVP OD/X: All

LC members are educated on the new customer flows and the changes from the current flows!

• MCVPTM: Talent Planning education and ensure LCs are recruiting by JD!

• MCVP Mkt: Inbound marketing strategies!

• MCVP OD: LC Re-planning and tracking

Change Management !

• LC Re-planning Guide (LC structure, HR support, $$, processes

• MC has refreshed its National processes and strategies

• NST has been selected for GIS implementation and education!

• Weekly internal comms

BY IC CHECK LIST

MC Internal Management

!• System

education set up for their entity: Member education per function & EP Preparation !

• Knowledge (files, education materials) is uploaded to GIS!

• Contingency plan for MyAIESEC.net shutdown!

• NST for GIS implementation has been educated.

Operations Management

!• Recruitment for

Membership only by JD!

• EP preparation is aligned with the new customer flow

Testing Phase !!• System testing goal tracking

• All LCPs have received the GIS Testing Guide!

• All MC & LC’s GIS responsible are actively testing the platform and providing feedback to AI

• 90% of the plenary is testing the platform

System administration

!• Every single

member has a login!

• EPs going on exchange after September have a login to the system!

• Every company has a login!

• MC/LC Planning upload on the GIS!

• MC Partnerships are updated on the Market Place!

• Data migration and systems integrations testing

Change Management

!• Decide how

they will shift their LC structures and HR to support new customer flows!

• Weekly internal comms

BY START OCTOBER

MC Internal Management

!• NST Management !• MC preparation for

LC turnover !• Running final sprint

through the system!• Feedback and

improvements sent to AI

Operations Management

!• Recruitment of GIP

EPs in only to JDs!• GCDP fish peak

has been managed through the GIS

System admin !!• Every member in

the entity is using the GIS!

• Every EP in the entity is using the GIS!

• National website and platforms are seamlessly redirected and integrated to GIS

Change Management

!• Showing the

successes !• Recognize success

and failures constantly!

• LC turnover guide and transition plan (System transition, LC structure, HR support, $)!

BY NOVEMBER SWITCH

NOW onwards WHAT IS THE Role of MC

Champion the system and process!

‣Responsible and proactive - let’s do this together

‣Apply for the “Pioneers Team”

!

Proactively give us feedback!

‣Be fully involved in the testing phase

‣Test EVERYTHING, with as many of your members as possible

‣Begin seeing how you will integrate your current systems if you need to.

!

Influence, engage and lead your entity!‣Start your plan, and be the leaders of the change

‣Begin educating why/how/what now (complete by IC)

UNDERSTAND THE Current State How much are your members, TLs, LCVPs,

LCPs aware of the why, what and how of the project?

!

USE the change Management Framework To map out the key stages you need to be

aware of and how effective your communication is so far. Also use this to set

expectations with your LCs. !

START YOUR implementation PLAN Using the Milestones outlined above, begin

building a plan, considering: the HR Allocation, Budget, Timeline, Internal Comms,

Internal Change Management, Current Systems Integration

INPUT for MC PlanningAI IS HERE TO HELP AND GUIDE YOU!

!

Over the next few weeks we will continue to release education,

information, templates and guides to give you inputs and lead you

through this process. !

If you have any questions, please feel free to ask us!

!

This guide is just step one - there is much more to come!