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TLP management

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  • 1. Team Leader Programme Management How to use MyAIESEC.net to manage and execute the Team Leader Programme
  • 2. Table of Contents1. Becoming part of the Team Leader Programme2. Managing a Team on the System3. Managing the Programmes4. Use of Pages for Team Management Please make sure you have the right permissions in MyAIESEC.net before you start. This tutorial is aimed at Presidents and EB’s of national or local committees. Please replace the information with your respective GN, Country or LC whenever applicable in the examples shown in the tutorial.
  • 3. 1. Becoming part of the Team Leader Programme
  • 4. 1. Becoming Part of the Team Leader ProgrammeThere are three ways in which a member come join the Team LeaderProgramme:• By choosing to move to the Team Leader Programme then looking for a role• Looking for an Opportunity then deciding to apply for it• Getting directly assigned to a roleWe will take you through these three ways now.
  • 5. 1. Becoming Part of the Team Leader Programme Login to MyAIESEC.net, from the top menu, hover over My Experience Menu: -Under the My Programs and Phases submenu choose the Take Team Leader Programme option (second menu option). -Or click on the My Programmes menu landing page select, Take Leader Member Link on the page Option 1. Moving to a programme then looking for a role
  • 6. 1. Becoming Part of the Team Leader Programme On clicking the menu, the user will be prompted to ensure that their Personal Information, Academic Information, Professional Information, Backgrounds, Skills and Languages are up to date. The user can make this update by clicking on any specific link. This will redirect them to the edit menu and once saved they will be returned back to My Programs menu, they then click ‘Apply’ to continue the process or ‘Cancel’ to end it Option 1. Moving to a programme then looking for a role
  • 7. 1. Becoming Part of the Team Leader Programme The user is redirected to theOpportunities search section wherethey can browse for a Team LeaderProgramme position they would like to apply for. They have the option to select: -Committee (compulsory) -Position (President, EB or Team Leader) -Area of Responsibility (not available for President) -Job Description -Duration of the Rolein order to search for a desired team member opportunity Option 1. Moving to a programme then looking for a role
  • 8. 1. Becoming Part of the Team Leader ProgrammeIf a user finds an opportunity that they are interested in, on viewing it, if they want toapply, they would need to select it and click on the ‘Apply’ Tab.If a user doesn’t find something they want to apply for immediately, they will not beconsidered to have started the Team Leader Programme and this Programme will bepending until they successively apply for a role.Only when a user has been selected for a role i.e. P/EB has approved theirapplication, will their Team Leader Role be recognised to have begun. Option 1. Moving to a programme then looking for a role
  • 9. 1. Becoming Part of the Team Leader Programme Option 1. Moving to a programme then looking for a role
  • 10. 1. Becoming Part of the Team Leader Programme On clicking the ‘Apply’ Tab the user would be requested to fill in a survey for the position and then would be able to submit this to complete his application for the role of choice.The team leader responsible for this role would then approve or reject the user for the role.When Approved, the user would be automatically assigned to this role.When Rejected, the user wouldno longer be considered for this role. Option 1. Moving to a programme then looking for a role
  • 11. 1. Becoming Part of the Team Leader Programme Login to MyAIESEC.net, from the top menu, hover over Connect Menu: -Under the Opportunities submenu choose the View Team Leader Opportunities option (second menu option). Option 2. Finding an Opportunity then Applying for It
  • 12. 1. Becoming Part of the Team Leader Programme The user is redirected to the Opportunities search section where they can browse for a Team Leader Programmeposition they would like to apply for.They have the option to select: -Committee (compulsory -Position (President, EB or Team Leader) -Area of Responsibility -Job Description -Duration of the Rolein order to search for the team member opportunity Option 2. Finding an Opportunity then Applying for It
  • 13. 1. Becoming Part of the Team Leader ProgrammeIf a user finds an opportunity that they are interested in, on viewing it, if they want toapply, they would need to select it and click on the ‘Apply’ Tab.If a user doesn’t find something they want to apply for immediately, they will not beconsidered to have started the Team Leader Programme and this Programme will bepending.Only when a user has been selected for a role i.e. P/EB has approved theirapplication, will their Team Leader Role be recognised to have begun. Option 2. Finding an Opportunity then Applying for It
  • 14. 1. Becoming Part of the Team Leader Programme Option 2. Finding an Opportunity then Applying for It
  • 15. 1. Becoming Part of the Team Leader Programme On clicking the ‘Apply’ Tab the user would be redirected to the ‘Take Team Leader Program’ under the My Experience Menu to initially update their profile. Option 2. Finding an Opportunity then Applying for It
  • 16. 1. Becoming Part of the Team Leader Programme On updating their profile, theywould be redirected back to the application where they will be requested to fill in a survey forthe position and then would be able to submit this to complete his application for the role of choice.The team leader responsible for this role would then approve or reject the user for the role.When Approved, the user would be automatically assigned to this role.When Rejected, the user wouldno longer be considered for this role. Option 2. Finding an Opportunity then Applying for It
  • 17. 1. Becoming Part of the Team Leader ProgrammeThe final way in which you can become a part of the Team Leader Programme is bybeing assigned into a role directly.A user who is a team leader, EB member or President in a committee will be able tocreate a role in which they can assign someone through the ‘Role Assignment’ Menuin the team leader program without having to advertise the opportunity.When assigned through this way, a team leader needs to approve or reject this role viathe ‘Roles in Teams’ Menu in My AIESEC sub section of My Experience main menufor the role to counted as begun. Option 3. Getting directly assigned to a role
  • 18. 2. Managing A Team on the System
  • 19. 2. Managing a Team on the SystemIn order for team leaders to be able to manage their teams better, we have a dedicated menu for this.Through the ‘Manage Team’ menu, you will be able to create teams, manage them and edit their content.
  • 20. 2. Managing a Team on the System First off in order to manage a team, there needs to be one that exists! Creating a team is simple. In the Manage Team Menu, click on ‘Create new team’ Then fill in the details as needed Creating a Team
  • 21. 2. Managing a Team on the System Creating a Team
  • 22. 2. Managing a Team on the System All teams created need to be approved and rejected by the team leaders before they become official. Teams created by Team Leaders need to be approved by P/EB Teams created by EB need to be approved by the President This is to ensure that the teams created fit the criteria of a team and can be managed by the EB. This is done through the ‘Approve/Reject Team’ menu. An alert is sent to P/EB for them to be able to know when it is needed to do this. Approving and Rejecting Teams
  • 23. 2. Managing a Team on the SystemOnce a team is created, you cannow create roles.You do not create teams androles at the same time.You can Edit the teams throughthe ‘Edit Team’ menu enablingyou to change name, descriptionand team duration dates.Users in this program can also beable to edit the Network Pageswhich are the pages of the entitythrough the ‘Edit Network’ menu Editing a Team
  • 24. 3. Managing the Programmes
  • 25. 3. Managing the ProgrammesThe menus ‘Manage Team Experiences’ and ‘Manage ExchangeExperiences’ are used to be able to manage the experiences being lived in theprogrammes we offer.We will go through the sections in these 2 menus in details in the followingsections.
  • 26. 3. Managing the Programmes The ‘Manage Team Experiences’ menu is where a team leader, EB or President can be able to create roles, edit them and assign members to roles. There are two ways in which roles can be created: -Creating Roles, promoting them and then shortlisting members for a role OR -Assigning users directly to a role through ‘Role Assignment’ Let us see how this happens… Manage Team Experiences Menu
  • 27. 3. Managing the ProgrammesInitially, the user would create a rolethrough the ‘Create Role’ menuTeam Roles can only be createdin teams that exist AND that havebeen approved.Roles can be created forPresidents, EB, Team Leaders orTeam Members.Only Presidents and EB memberscan create the P/EB roles throughthe ‘Entity’ optionPresidents, EB Members, TeamLeaders can create Team Leaderand Team Member roles throughthe ‘Team’ Option. Option 1. Creating, Promoting and Shortlisting Roles
  • 28. 3. Managing the ProgrammesWhen a role is created, and theuser clicks on ‘Create Role’, thenthe role is published in theOpportunities section based on theviewing rights set. Option 1. Creating, Promoting and Shortlisting Roles
  • 29. 3. Managing the ProgrammesUsers interested in the roleadvertised will then browse for it inthe Opportunities section and whenthey find it will have the chance toapply for it.This can be done by filling in thesurvey created when creating therole. When a user clicks ‘Apply’they will be prompted to fill in thesurvey.On submission of this, theirapplication is complete. Option 1. Creating, Promoting and Shortlisting Roles
  • 30. 3. Managing the ProgrammesAll applications for the role can beviewed through the ‘Role ShortlistMenu’Here, the EB member or TeamLeader can be able to shortlistmembers for a role in an existingteam.The shortlist process will entail theleader undergoing a candidatereview process (which wouldinvolve viewing the surveyanswers) and then selecting thepeople for the roles by selecting‘Approve’; rejecting people from therole by selecting ‘Reject’; orsuspending the decision byselecting ‘Pending’ Option 1. Creating, Promoting and Shortlisting Roles
  • 31. 3. Managing the ProgrammesThe user would then receive analert that they have been‘Approved’, ‘Rejected’ or ‘Pending’for this role.On approval, the user would berequested to go to My AIESEC toAccept or Decline this assignment.On rejection, the user would nothave to do anything and would befree to apply to something else.On pending, the user would have towait till a decision has been madeon that specific role and a finalstatus of ‘Approve’ or ‘Reject’ isgiven. Option 1. Creating, Promoting and Shortlisting Roles
  • 32. 3. Managing the Programmes Aside from creating roles, promoting and shortlisting, users can be directly assigned into a role through the role assignment menu. This can be used if the leader knows exactly who this role should be assigned to and if the promotion and review occurred offline. By selecting a specific team, the user can assign a role within this team. P/EB can assign roles to P, EB, Team Members and Leaders. Team Leaders can only assign roles to Team Leaders and Team Members. Option 2. Role Assignment
  • 33. 3. Managing the Programmes Once assigned, the user who has been assigned this role need to approve the role through the ‘My AIESEC’ menu in the My Experience section. Only then would the position be considered to have begun. Option 2. Role Assignment
  • 34. 3. Managing the ProgrammesNOTE:Once a team leader profile hascreated a role using ‘Create Role’menu, and wants to make changes,they can use the ‘Edit Role’ featureto change the definition of the roleas long as no users are containedin the ‘Role Shortlist Menu’ yet.If so, they cannot make changes tothe existing advertised opportunityand will only be able to do soAFTER assigning someone to therole by using the ‘Modify UserRoles’ menu.After role assignment, only the‘Modify User Roles’ can be used tomake changes Making Changes to Roles
  • 35. 3. Managing the Programmes The ‘Manage Exchange Experiences’ menu is where the Team Leader, EB or President can be able to: -Change the status of a form (this is only for P and EB) -Manual match the forms -Break Matches on a form Manage Exchange Experiences Menu
  • 36. 3. Managing the ProgrammesIn order to change the status on aform, the user needs to do thefollowing:1. Click on Change Form Status2. Select TN or EP (depending on the form you want to manage)3. Search for and select the form you wish to edit4. Change the Status and then click on ‘Update’ to make the status change permanent Changing Form Status
  • 37. 3. Managing the Programmes Manual Matching will remain as it is i.e. 1. A leader would select either the TN or EP Form 2. Then would select the other form (EP if TN already selected and TN if EP already selected) 3. The leader would then perform the Match of the forms and confirm this by pressing ‘Ok’ Manual Matching of Forms
  • 38. 3. Managing the ProgrammesThe leader would also beable to break matches of theforms if they are a Presidentor EB member by:1. Selecting the TN or EP that are matched2. Selecting the Pair to Break the Match3. Click on ‘Break Match’ to perform the actionNOTE: Realisations can onlybe broken by AI, and is doneso only when necessary. Itshould be reported to the GIPand GCDP responsibles onAIESEC International whennecessary. Breaking Matches on A Form
  • 39. 4. Use of Pages for Team Management
  • 40. 4. Use of Pages for Team ManagementIn order to track your team performance you can be able to use the Pages. These can be found in the Connect Section under Network sub menu
  • 41. 5. Use of Pages for Team ManagementPages can enable you to see:If the right teams are registeredunder your committee.All approved teams will appear onyour Network Page for the LC orthe MC and should be checkedregularly for consistency with yourreality.If not, you can be able to end theroles and the team date to be ableto stop false teams from existing.REMEMBER: It’s the role of theEB Members to approve and rejectall teams created. Do not take thisrole lightly
  • 42. 5. Use of Pages for Team ManagementPages can enable you to see:If the right people are registeredin the right teams.All approved team members willappear on their Team Page withthe Title they hold.If not, they users should check ifthey approved their roles in theteams or not.REMEMBER: It’s the role of theteam member to approve or rejecttheir assignment into a team.
  • 43. 5. Use of Pages for Team ManagementPages can enable you to see:Your performance in availability and realisation in the programmes.Availability:Team Member: If a role is created and not yet filledTeam leader: If a role is created and not yet filledGIP and GCDP: If a form is on status AvailableRealisation:Team Member: If a role has been assigned and the starting date has begunTeal Leader: If a role is assigned and the duration has already past 60 days from thestarting dateGIP and GCDP: If the form is on Realised status
  • 44. 5. Use of Pages for Team Management
  • 45. Thanks

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