Gip business rules

AIESEC’s New
Global Information System

Flow of this Session
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

We are a purposeful, collaborative, and
driven generation of 100,00 young leaders,
ready to achieve 2015 and beyond
We aim to deliver nearly 1 million experiences by 2015
From 1948 until 2011 we provided
257,079 exchange experiences
(cumulative XPs from 2010-2015).
That’s 60% growth in GCDP and 220% in GIP
…in the next 18 months
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
GIS
...We can achieve 2015

& there’s even more REASONS...
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
Frequent System
Internal Challenges:
Current systems
are expensive
So many
unconnected
systems
Failure
Old and inflexible
technology

And doTn’t hforgeet th es e ...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 & beyond
by empowering a generation
with the technology to be
smarter and faster
than 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

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

Smarter & faster oGIP
Business rules for the proposed customer flow For AUGUST Launch
STRANGER Alumni
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,
Standards tracking
prompted (host)
Integration content
prompted (host)
LEAD content
prompted (host)
NPS Survey
Proactive Fire fighting
Insurance
requirements
prompted (home) Promoter prompt
NPS Survey
Re-integration
seminar
GCM/LEAD content
Showcasing their
story (promoter)
Upselling to another
product

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

SIGN UP
View is limited based on profile completeness for externals
signing up for GIP/GCDP
2

SIGN UP
Members in a current TMP/TLP role have unlimited view.
3

SIGN UP
Students cannot apply if they are over 30 years of age
4

APPLY
Person can only apply for an opportunity after completing
his/her profile
5

APPLY
As soon as a person applies for a first application, the person
will become an 'active lead'
6

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

APPLY
A person can apply for limitless opportunities at the same time
8

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

APPLY
Out of the total amount of countires you are partnering 5%
need to be tier 3 entities.
10

APPLY
If the matchability of a person is lower than 30%, you will not
be able to apply to the TN
11

MATCH
EP needs to complete EP contract & AN to approve the match
12

MATCH
TN manager needs to complete TN contract & AN + confirm
end and start date to approve the match
13

MATCH
EP & TN manager need to approve the match before the EP
manager can approve approve the match
14

REALISED
Insurance & indemnity form have to be uploaded/completed
before changing the status to realized
15

REALISED
Standards (till realize) checkboxes has to be filled before
changing the status to realized
16

REALISED
TN Manager will put the form on realised
17

COMPLETED
Standards (till completed) checkboxes has to be filled before
changing the status to completed
18

COMPLETED
Internship is completed when the end date expires
19

Smarter & faster iGIP
Business rules for the proposed customer flow For AUGUST Launch
STRANGER Alumni
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,
Standards tracking
prompted (host)
Integration content
prompted (host)
LEAD content
prompted (host)
NPS Survey
Proactive Fire fighting
Insurance
requirements
prompted (home) Promoter prompt
NPS Survey
Re-integration
seminar
GCM/LEAD content
Showcasing their
story (promoter)
Upselling to another
product

SIGN UP
Companies must be in territories where AIESEC is present
1

If a member registers a company with more than 10,000
employees AI receives a notification or prospect list
SIGN UP
2

Members signing up a company are required to complete
Company Name, Industry, Country/Territory, Employee Size,
Description
SIGN UP
3

Companies can be signed up by AI, MC, LC EB, iGIP
members, and others given permission by LC VP iGIP
SIGN UP
4

All MC members can create an opportunity is company profile
is 100% completed.
APPLY
5

MC can delegate permissions to create opportunities to LC EB
and members
APPLY
6

All opportunities must be approved by host MC prior to going
live on the system
APPLY
7

APPLY
Can delegate approve the opportunity to go on raise
8

APPLY
Maximum 1 sub-product and 2 backgrounds
9

APPLY
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)
10

Company can only have an opportunity opened once their
profile is complete
APPLY
11

APPLY
MC can put a certain amount of days per step in the selection
process as deadlines for the applicants to fulfill the step
12

APPLY
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)
13

MATCH
TN Manager can only accept one EP per role at a time
14

MATCH
TN Manager accepting an EP prompts a notification to the EP
and the EP Manager to approve the match
15

MATCH
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
16

MATCH
MC can set materials to be automatically sent to any EPs upon
match
17

MATCH
TN manager needs to complete TN contract & AN + confirm
end and start date to approve the match
18

REALISED
Insurance & indemnity form have to be uploaded/completed
before changing the status to realized
19

REALISED
Standards (till realize) checkboxes has to be filled before
changing the status to realized
20

REALISED
TN Manager will put the form on realised
21

REALISED
Realised Stage begins with the first day of work of the EP
22

REALISED
Process Survey results sent to TN Manager upon realization
23

Standards (till completed) checkboxes has to be filled before
changing the status to completed
COMPLETED
24

COMPLETED
Internship is completed when the end date expires
25

COMPLETED
NPS Survey sent to TN Manager upon completion
26

TN Managers prompted to contact TN-takers every month (or
another standard set by MC)
RE-INTEGRATION
27

TN Managers prompted to meet with TN-Takers every quarter
(or another standard set by MC)
RE-INTEGRATION
28

HOW our structures
will change?

Role
OGIP Front Office
Key deliverables
- 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
KPIs
• Conversion Rate (Apply -> MA)
• # MA
• # RE
• # Complete XP
• MA Time
• NPS
• % Promoters
• % Response Rate
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
Lc structures Towards the customer flow implementation

Mkt-Comms
TM
Finance
OGIP Back Office
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
Lc structures Towards the customer flow implementation
Role: Ensure LC sustainability
implementing new Financial
Model aligned to GIS

Role
IGIP Front Office
Key deliverables
- 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
KPIs
• # 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
To ensure leadership
development of the EPs
through a GIP experience
with right alignment in the
delivery of the experience
LC STRUCTURES Towards the customer flow implementation

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

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

https://aiesec.zendesk.com/hc/en-us
support@aiesec.zendesk.com
 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

Timeline before IC
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
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

What is going to happen between
IC and the end of October?
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

Why should I test the GIS if operations
will be still done on myaiesec?
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  )

What should I do from IC
till the end of October?
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

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