AIESEC’s New Global Information System

!

Everything about WHY, WHAT and HOW

How will I lead this?

PART THREE

What will change?

PART Two

PART ONE

Why a new Gis?

FLOW OF this guideIn the context of 2015, now is the time for AIESEC to evolve our global IT systems to enable fast growth and better experiences! In this section you will see the key reasons why we are doing this now

This system will change some of the ways we run our programmes. In this section you’ll see the key things which will change for AIESEC and our customers

Launching this system could be one of the highlights of your term if you plan well and understand why change management is so important. In this section, you’ll find out why.

PART ONE. !

WHY A NEW GIS THIS TERM?

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?

BUT If we can connect our resources…100,000

members of Gen2015

Opportunity Portals for EPs and Members

MarketPlace

Business Intelligence for all our members

and customersNPS

GIS

…We can achieve 2015myAIESEC.net

10 years from now...

WE WILL SAY...

“

”

!

We achieved 2015 by empowering a generation

with the technology to be smarter and faster

than ever before !

!

to Achieve

2015

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 Systems To provide excellent customer experiences, we need a system that supports that experience from the first point of engagement until experience completion

First...

& there’s even more REASONS...but also... and don't forget...

Our current systems are very expensive

We have many systems, but they are

not seamlessly connected

Our system frequently has bugs

or fails

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

need to becomeWe

TODAY

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

How DO WE DO THIS?Building a “smarter and faster” system...

A system which uses collected data to suggest products to the customer, partners to entities, and education to members

A system which automatically moves with

our customer and is based upon a customer’s ideal journey through an

experience

and how does this change results?

how does that drive Mos?

We shouldn’t expect the GIS to solve every challenge…

…The GIS will just allow us to be smarter and faster than before

How does the gis drive mos?Building a “smarter and faster” system...

‣To increase up-selling between XPs, specifically: ‣FromTMP/TLP to GIP experience ‣From GCDP to TMP/TLP experience

!‣To improve NPS of ELD and increase promoter sharing

‣Extremely high % of users are satisfied with using GIS ‣Higher % of users promote to use GIS to their friends ‣Higher % of people share their positive ELD

experiences after completion !‣To improve up-selling of GIP with TN-takers

‣High % of companies recommend using the GIS to other companies ‣High % of companies maintaining and growing their

GIP account

‣A significantly higher matching rate for young people who apply for any programme !‣A higher conversion rate between young people

who sign up and then apply for an ELD opportunity !‣A significantly lower matching time from the first

point a young person browses an opportunity ‣Goal of 30 days for GIP ‣Goal of 15 days for GCDP

is this a little too much

change too fast?

Let’s take a look at what the GIS really is going to change and also what it’s not…

PART TWO. !

WHAT WILL CHANGE?

The Human Element of Exchange ‣A smarter system with more

automated processes doesn’t mean EPs don’t interact with AIESEC. It means our members invest their energy in preparation and experience delivery

!Leadership Development in Every

Experience ‣ The GIS is specifically

designed to make delivering the inner and outer journey that each customer wants something that can be predicted, planned, delivered, and tracked

A new, complete customer flow ‣ Instead of Ra/Ma/Re we will have:

Sign-up -> Apply -> Match -> Realize -> Completed -> Re-integrated !EPs can apply directly to TNs when they sign-up ‣An EP can apply to specific TNs for which they meet the requirements as soon as they

sign-up. A sending LC has to approve matches, but in essence there is no “raise” stage.

!Business Intelligence from Sign-Up Stage ‣ Every entity will have analytics on how their customers and members move through the

customer and member flows—who is coming to AIESEC and what do they do !Members truly are customers ‣An Opportunity Portal for members shows them specific opportunities in the network or

in their LC. Students can apply directly to these opportunities, just like TN forms !

Everything is trackable ‣ Live data on your partnerships, team minimums, member efficiency, and standards

delivery… all the time !And a lot more…

what is not changing with the new Gis what is changing with the new Gis

maybe you’re wondering:

what is a customer flow?

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

current customer flow for an epNot Tracked raise MATCH REalize COMPLETE Re-integrate

Young Person goes to

aiesec.org

Creates profile on Opportunities

Portal

Browses opportunities

AlumniVisitor LEADSTRANGER

LC responds to EP’s application and interviews EP

EP applies for many TNs using

myaiesec.net, google

spreadsheets, Facebook, email,

etc. (many channels, poor S&D

Management)

EP waits for responses (not

tracked)

EP interviews for TNs

If they both accept ANs, then it’s a

match!

EP attends OPS (not tracked)

EP arrives and begins TN, integration

Fire fighting (not tracked)

EP LEAD delivered (not tracked)

NPS Survey

Standards delivery (not tracked) Re-integration

seminar (not tracked)

Showcasing their story (promoter)

Upselling to another product (not tracked)

GCM/LEAD content

CUSTOMER PROMOTER

NPS Survey NPS Survey

Our current customer flow has many steps that we promise to the customer and want to deliver, but which we can’t

track, manage, and improve. That makes us too slow and too unaware of the experiences our customers are having

Smarter & faster GIPproposed customer flow For AUGUST Launch

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

AlumniVisitor LEADSTRANGER

The GIS suggests what they should

apply for and restricts them seeing

opportunities they can’t match with

For some TNs, the EP takes a language

test, competency test, etc., all

automatically within the GIS

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

CUSTOMER PROMOTER

SIGN UP APPLY MATCH REalize COMPLETE Re-integrate

Smarter & faster GCDPproposed customer flow For AUGUST Launch

Young Person goes to

aiesec.org

Creates profile on Opportunities

Portal

Edits and adds to their profile while

browsing Opportunities

SIGN UP APPLY MATCH REalize COMPLETE Re-integrate

View is limited based on profile completeness

AlumniVisitor LEADSTRANGER

Matchability guides what projects they

should and can apply for, based on: entity partnership,

timelines, issue

Projects may require them to: complete an inbuilt language

test, values test

Project manager/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)

Integration content prompted (host)

Proactive Fire fighting

LEAD content prompted (host)

NPS Survey

Standards tracking prompted (host)

NPS Survey

Promoter prompt

Re-integration seminar

Showcasing their story (promoter)

Upselling to another product

GCM/LEAD content

CUSTOMER PROMOTER

SIGN UP APPLY MATCH REalize COMPLETE Re-integrate

Smarter & faster TMP/TLPproposed customer flow For AUGUST Launch

Young Person goes to

aiesec.org

Creates profile on Opportunities

Portal

Edits and adds to their profile while

browsing Opportunities

SIGN UP APPLY MATCH REalize COMPLETE UP-SELl

View is limited based on profile completeness

AlumniVisitor LEAD CUSTOMER PROMOTERSTRANGER

Matchability guides what roles they can apply for based on:

location, skills

Roles may require them to: complete

an inbuilt language test,

values test

Recruiter may ask them to interview, or assessment centre, this will go in their

notifications

If the recruiter accepts them, it’s a

match!

Team Standards tracking prompted

Resource Hub prompted

Internal Comms prompted

LEAD content prompted

NPS and firefighting

Proactive Fire fighting

NPS Survey

Team Standards tracking

Promoter prompt

Resource Hub prompted

LEAD content prompted

Showcasing their story (promoter)

Upselling to another product

GCM/LEAD content

Exit Survey

SIGN UP APPLY MATCH REalize COMPLETE UP-SELl

Building a “smarter and faster” system...‣Planning and Tracking: Similar to MarketPlace, you plan your goals for ELD and NPS, then your partners,

strategies and timelines, this data will be transparent globally ‣The CRM: Your main customer management application where you will see all current registered users of the

platform - for Students, for Companies and for Opportunities ‣Library: The space where all content is uploaded, tagged, and suggested for different roles. No more wikis,

just tagged data which collects based upon user stats. Depending on your role, the system will suggest education to you and L&D will be able to plan modules and assessments ‣ Internal Comms: Emails within the system to any profile registered (ie. LCP of …), Facebook messenger

style conversations with your teams, personal news feeds ‣Teams: A shared space for you to communicate with your teams, set the team purpose, goal and track and

manage towards it. Similar to a working space. ‣Projects: The way we manage our iGCDP projects in workspaces with a combination of EPs, TN managers

and anyone else who is involved in the running of the project. There will be tracking, discussions and shared photos etc. ‣Analysis: A really, really, really big space within each app where you will find powerful BI in easy report

templates to cover every process, team and product in the organisation. !

To see the full overview see the SYSTEM GUIDE!

SOunds great... But

how do I LEAD this?

Let’s take a look at the bigger picture of

system implementation and

your role in this…

PART THREE. !

Everything about CHange Management

Why MANAGE CHANGE?When the new GIS is launched, all of us will go through many emotional reactions. We should be aware that this will change a lot over time, and so we should plan and prepare to help manage

this change in our membership

You now

YOU IN DECEMBER (or earlier!)

June july august Sept oct Nov

What’s the TIMELINETesting Phase IMPLEMENTATION

Once we have a clear minimum viable product, we will begin testing the system.

!We need as many people from diverse

backgrounds, functions and entities to try and use the system and give us feedback on how

to fine tune it to be better. !

Also during this time, all data from myaiesec.net will be transferred to the GIS.

When we’re confident that the system minimums are ready for use, we will launch

the system and manage a 3 month implementation process.

!

In this, every single person in AIESEC will stop using myaiesec.net and our current

systems and integrate or move to the GIS.

In less than 30 weeks… ✓Every entity around the world is using the GIS or has fully integrated their

platforms ✓Every member in AIESEC has a GIS user account and has started using it ✓Every website globally connects to the OP to drive customers faster ✓Education and Internal Communications within AIESEC is revolutionised and

MCs have adapted ✓myaiesec.net no longer exists ✓customer gauge is no longer a partner of AIESEC ✓the Online Registration System (ORS) no longer exists ✓the current MarketPlace and Opportunities Portal are replaced

What about December?

What about managing Change?We are adapting the Kotter Model of change management in this project. !

!

We recommend you use this framework in your own entity, starting the first step - creating a sense of urgency now! !

!

More details of exactly what as MC you should do is in the Implementation Guide!

The leaders believe in the strategic need for the GIS this year and are motivated to make

it happen due to internal and external threats/opportunities.

Create a sense of urgency

To get a team of people throughout the organisation who will lead the change by: communicating the vision to the whole

network, bring belief, excitement, urgency,

and commitment to the change.

Powerful guiding coalition

Create a simple and sticky vision to link the outcome of the project to AIESEC's progress which can be easily

communicated

Vision for the change

Every stakeholder believes in the vision,

knows how the GIS affects their daily operations and

what they need to adjust in order to make full

implementation possible.

communicate

Change Management 13.14

Now until July

To have a smooth transition process from current myaiesec.net to the GIS, procedure for continual changes,

education and overcome obstacles by

empowering the network

empower and Overcome challenges

Increase belief and excitement and get

more people to use the system by showing the successes we achieve

on a regular basis

Showcase early implementors

Recognise success and failures constantly,

identify what can be improved and keep

engaging and exciting the network in the system change

Fast reactions

To ensure that the GIS becomes a core part the

way we do things, and that our culture is aligned to

this. Make the GIS part of our organisational DNA.

Anchor the change

Change Management 14.15

August until middle of 2015