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  • Image of an EP Form
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Global community development_programme_management Global community development_programme_management Presentation Transcript

  • Global Community DevelopmentProgramme (GCDP) Management How to use MyAIESEC.net to manage our Global Community Development Programme
  • Table of Contents1. Becoming part of the GCDP as an EP2. Using the GCDP Menu as an EP3. Becoming a GCDP Form Manager4. Managing Exchange through the Team Member and Team Leader Menus5. Promoting Exchanges6. Managing Projects 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, Exchange Responsible and EPs. Please replace the information with your respective GN, Country or LC whenever applicable in the examples shown in the tutorial.
  • 1. Becoming Part of the GCDP as an EP View slide
  • 1. Becoming part of the GCDP as an EPThere are two ways in which a member can join the Global CommunityDevelopment Programme as an EP:• By choosing to move to the Global Community Development Programme then looking for an exchange• Looking for an GCDP Opportunity then deciding to apply for itWe will take you through these two ways now. View slide
  • 1. Becoming part of the GCDP as an EP Login to MyAIESEC.net, from the top menu, hover over My Experience Menu: -Under the My Programs and Phases submenu choose the Take Global Community Development Programme option (fourth menu option). -Or click on the My Programmes menu landing page select, Take Global Community Development Programme Link on the page Option 1. Moving to the GCDP then looking for an exchange
  • 1. Becoming part of the GCDP as an EP 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 will also need to select which committee they would like their form to be under. The options they have will depend on the specific committees where they have had an experience in the past. They then click ‘Apply’ to continue the process or ‘Cancel’ to end it Option 1. Moving to the GCDP then looking for an exchange
  • 1. Becoming part of the GCDP as an EP Once the user completes editing their information, the user would now be required to select preferences for their internship which would include: -Duration -Starting and Ending Dates -Issues they would like to work with on their GCDP exchange Regions in which they would like to do their exchange Once done, they should select ‘Generate Form’ to continue. The form is generated and if satisfied, the user would select ‘Save’ The form will be on status ‘New’ An EB member would be prompted to change the form from New to Available and can do so in the Team Leader Programme Menu Option 1. Moving to the GCDP then looking for an exchange
  • 1. Becoming part of the GCDP as an EP
  • 1. Becoming part of the GCDP as an EP The user can now use the Opportunities search section where they can browse for a GCDP exchange that they would like to apply for. By going to Opportunities and then selecting ‘View Exchange Opportunities’ In the Browse Exchanges menu, they have the option to select: -Type -Committee -Duration of Internship -Backgrounds -Skills -Degree Level Desired in order to search for a desired GCDP exchange opportunity Option 1. Moving to the GCDP then looking for an exchange
  • 1. Becoming part of the GCDP as an EPIf 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. (User would be apply toapply if their form has been changed from ‘New’ to ‘Available’ or else will be promptedto get this change done)If a user doesn’t find something they want to apply for immediately, they will beconsidered to have started the Global Community Development Programme and thisProgramme will be in ‘New’ or ‘Available’ status depending on whether this change wasmade or not. Option 1. Moving to the GCDP then looking for an exchange
  • 1. Becoming part of the GCDP as an EP Option 1. Moving to the GCDP then looking for an exchange
  • 1. Becoming part of the GCDP as an EP On clicking the ‘Apply’ Tab the user would be added to the TN Match Monitor for this TN Form. The manager responsible for this form will receive an alert in the interest shown by this EP to the TN. The user whose EP form is showing interest can track progress through the Match Monitor in the GCDP Menu. Option 1. Moving to the GCDP then looking for an exchange
  • 1. Becoming part of the GCDP as an EPLogin to MyAIESEC.net, from the top menu, hover over Connect Menu:-Under the Opportunities submenu choose the View Exchange Opportunities option (thirdmenu option). Option 2. Finding a GCDP Opportunity then Applying for It
  • 1. Becoming part of the GCDP as an EPThe user is redirected to theOpportunities search sectionwhere they can browse for aGCDP exchange they wouldlike to apply for.In the Browse Exchangesmenu, they have the option toselect:-Type-Committee-Duration of Internship-Backgrounds-Skills-Degree Level Desiredin order to search for a desiredGCDP exchange opportunity Option 2. Finding a GCDP Opportunity then Applying for It
  • 1. Becoming part of the GCDP as an EPIf a user finds an opportunitythat they are interested in, onviewing it, if they want to apply,they would need to select it andclick on the ‘Apply’ Tab. Option 2. Finding a GCDP Opportunity then Applying for It
  • 1. Becoming part of the GCDP as an EP Option 2. Finding a GCDP Opportunity then Applying for It
  • 1. Becoming part of the GCDP as an EPOn clicking the ‘Apply’ Tab theuser would be redirected to the‘Take Global CommunityDevelopment Program’ underthe My Experience Menu toinitially update their profile andgenerate their EP Form. Option 2. Finding a GCDP Opportunity then Applying for It
  • 1. Becoming part of the GCDP as an EPOn updating their profile andgenerating their EP Form, anEB member will receive an alertto be able to change the statusof the form from ‘New’ to‘Available’.Only after this change has beenmade can they be able to applyfor this internship they wish to. Option 2. Finding a GCDP Opportunity then Applying for It
  • 2. Using the GCDP Menu as an EP
  • 2. Using the GCDP Menu as an EPOn becoming part of the GCDP programme, the GCDP menu enables EPs tobe able to manage their own exchange experience through giving them theability to do the following:-Manage and update their EP Forms and save TN Forms of interests throughthe ‘My Forms’ Menu-Track the progress of their matching through the ‘Match Monitor’-Search for and apply for various opportunities through ‘Browse Exchanges’
  • 2. Using the GCDP Menu as an EP In ‘My Forms’ Menu, you would be able to view two types of forms: • My EP Forms This is where all the EP forms connected with your profile whose realisation date havent been completed will be viewed • My Saved TN Forms This is where, all TN Forms on viewing them, you choose to ‘Save’ them, would be stored for easy access. My Forms Menu
  • 2. Using the GCDP Menu as an EPThis gives a view of all thestatus of your EP Forms inthe process of beingmatched to a TN.A TN can have up to 3 EPForms within their TN MatchMonitor.An EP Form can be withinthree processes at a time Match Monitor Menu
  • 2. Using the GCDP Menu as an EP Through the ‘Browse Exchange’ menu, EPs have quick access to search for TNs on their choice without having to go to the Opportunities section. Again an EP can Save a TN, apply for it directly, Ask the TN Manager a Question, Export the TN to pdf or Share the opportunity with someone else in AIESEC who they think will be interested. Browse Exchanges
  • 3. Becoming a GCDP Form Manager
  • 3. Becoming a GCDP Form ManagerEvery form has an EP or TN Manager.EPs can decide to manage their own forms or appoint someoneelse to manage their form, the EP Manager.All TN Forms need to be managed by someone as the companiescannot manage these themselves.Appointed EP Managers and TN Managers should be taking partin the Team Member or Team Leader Programmes.Below you will find the ways in which an EP Manager and a TNManager can be appointed.
  • 3. Becoming a GCDP Form Manager An EP can appoint another user as EP Manager through the following way: 1. In the GCDP Menu 2. Go to My Forms 3. Change the EP Manager4. User can select an EP Manager from one of the people in the committee that is in the Team Member or Team Leader Programme 5. On selecting and making the change, the EP Manager receives a notification 6. The Form will appear in the ‘My EP Forms’ in the My Forms Feature under Exchange Management sub menu in the Team Member Programme section Appointing an EP Manager
  • 3. Becoming a GCDP Form ManagerA TN Manager can be appointed in the following way:User who wishes to be the TN Manager would go to the Partnership Management LandingPage Appointing a TN Manager
  • 3. Becoming a GCDP Form ManagerCheck if the organisation or projectexists already within yourcommittee by viewing allorganisations and projects in thesections of the page ‘AllOrganisations’ and ‘All Projects’ ,then select the Organisation orProject in your committee that youwant to generate a TN Form for.If not, use ‘Add Organisation’ or‘Add Project’ on the PartnershipManagement sub menu to fill in thedetails of this organisation orproject that is taking on theexchange Appointing a TN Manager
  • 3. Becoming a GCDP Form ManagerOn selecting or adding theOrganisation or Project, youwill be able to view details ofthe specific organisation orProject.On this view page, select‘Create TN Form’ to be ableto create a form.This user would become theTN Manager of this form.On the Partnership MenuLanding Page, thisOrganisation or Project willnow appear in the TNManager’s section of ‘MyExchange Takers’ Appointing a TN Manager
  • 4. Managing Exchange through the Team Member and Team Leader Menus
  • 4. Managing Exchange through the Team Leader and Team Member MenusIn order for TN and EP Managers to manage the exchange process, theExchange Management Menu found in the Team Member Programme enablesthem to do so. It contains:• Browse Exchanges: for the Managers to easily search and match their forms to suitable choices• Supply and Demand Management: to constantly understand the pipeline and need in the network• My Forms: A place for the managers to keep track of all the EP and TN Forms they are managing• Manage Forms: To be able to make the necessary changes• Match Monitor: to track matches and• GEP Module: If managing Global Exchange Partners along with AIESEC International
  • 4. Managing Exchange through the Team Leader and Team Member Menus In the managers ‘Browse Exchanges’ section, they will be able to do the following: -TN Managers: search for Suitable EPs and then search for their TN and begin the match process with their TN. -EP Managers: search for Suitable TNs and then search for their EP and begin the match process with their EP. Browse Exchanges
  • 4. Managing Exchange through the Team Leader and Team Member MenusIn the ‘Supply and Demand’section, they will be able to do thefollowing:-Search for the Demand (TN) orSupply (EP) Ranking and view theranking of all backgrounds, (not justthe top 10!) to view the possibility ofgetting the best match for the TNsand EPs being raised. Supply and Demand Management
  • 4. Managing Exchange through the Team Leader and Team Member Menus This is a collection of the forms being managed by the user. If the user is only a TN Manager, then they will see all the forms they are managing in ‘My TN Forms’ and nothing would appear in ‘My EP Forms’ and if the user is only an EP Manager then vice versa would occur. If the user manages both TNs and EPs then both menus would show the TNs and EPs (respectively) that they manage. My Forms
  • 4. Managing Exchange through the Team Leader and Team Member MenusIn this menu, the EP or TNManager would be able to dothe following actions to theform:• Edit the Form• Change the Manager of the form• Change the status of the form (however, only P/EB will be able to change the form from ‘New’ to ‘Available’) Manage Forms
  • 4. Managing Exchange through the Team Leader and Team Member Menus This gives a view of all the status of your EP or TN Forms in the process of being matched to a TN or EP. A TN can have up to 3 EP Forms within their TN Match Monitor. An EP Form can be within three processes at a time. Match Monitor
  • 4. Managing Exchange through the Team Leader and Team Member MenusFor countries working withGlobal ExchangePartners, through this menu, theTN Manager, President of theCommittee or EB member willbe able to Approve or Reject aTN Form if raised by a GlobalCo-ordinator on behalf of the MCor LC where the form is beingraised through the Link‘Approve/Reject GEP TN byMC Contact’ GEP Module
  • 4. Managing Exchange through the Team Leader and Team Member MenusOn approval, this GEP TNwill them be able to beraised by AIESECInternational through theGEP Process.The TN Manager who hasbeen placed as an MCContact and P/EB of thecommittee will be notifiedeverytime a Global Co-ordinator raises a form onbehalf of the MC so thatthe approval can be done. GEP Module
  • 5. Promoting Exchanges
  • 5. Promoting ExchangesWhen a TN form is created, anopportunity is generatedautomatically in the ‘ViewExchange Opportunities’ feature inthe Opportunities sub-menu in theConnect section.Depending on a users selectedBackground and Skills in theInterests section of their profile, theTN opportunities will be viewed bythose whose interests match theones showing on the forms forgreater matchability.
  • 6. Managing Projects
  • 6. Managing ProjectsIn the Partnership Management Sub-menu, a user canbe able to add not only Organisations but Projects beingrun by their entities.These will be viewed in a manner such that users can beable to view the Projects in their committee and theProject Managers and TN Managers connected to theseprojects can be able to track and manage exchangesdone through these projects.
  • 6. Managing ProjectsCheck if the project exists alreadywithin your committee by viewing allprojects in the sections of the page‘All Projects’.If not, use ‘Add Project’ on thePartnership Management sub menuto fill in the details of this projectthat is taking on the exchange Adding A Project
  • 6. Managing ProjectsProjects are run with a focus on a specific issue, while Organisations are based on asector in which they operate.You can carry out sales activity with an organisation as you are selling tothem, whereas with a project you do not carry out sales activity to the Project but ratherto the organisations you are working with to run the project.You can create TNs for both Organisations and Projects however, the TNs in theProjects should be those that are not going to be carried out in a specific organisationwhereas TNs in Organisations are attached to the organisations and the EP will beworking there.Other points to note:-There can be TNs in Organisations that are GCDP!-You can connect organisations to the Projects. Differences between a Project and an Organisation
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