Tmp tlp business rules

AIESEC’s New
Global Information System

1. Why a new GIS now?
2. What are the key changes in TM with the
new Customer Flow?
3. Why and what of the Business Rules in
TMP/TLP?
4. How will LC JD’s change?
5. Testing and Implementation
6. The resources
7. My questions
Flow of this Session

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?

& 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
...We can achieve 2015
GIS

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

And don’t forget these...
The 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

KEY CHANGES FOR TM
- SIGN UP: The GIS will have an OP for TMP/TLP. Opportunities can be promoted to external
students or even internally within the organization (within the same LC/MC or a different LC/MC).
This will ensure every person who applies to a role / opportunity has the right expectations and the
right person is matched to the right profile.
- SELECTION PROCESS: The interview/screening process will happen online and will be more
scientific and can be standardized by AI/MC and then customized by MC/LC as well.
- TEAM MINIMUMS TRACKING: All team standards will be tracked on the GIS and every team
will get notifications to ensure they are fulfilling the team standards. The team standards will also
help measure the goals vs. achieved of a member and of a team. There will also be a calculation of
team minimums fulfillment rate and fulfilment rate of each team minimum.

KEY CHANGES FOR TM
- RESOURCE HUB: All educational material will be stored and shared through the Resource Hub, which will filter and
recommend to users and teams to view content that is most related to their function/role and can also search for content.
- LEAD: On the GIS, entities can add LEAD content which is completely customized to roles and this will be connected to
team minimums, and available in the Resource Hub as well. It will also be connected, eventually, with a new Assessment
Tool to be embedded in the team member process.
- UP-SELLING: The GIS will automatically show TMP/TLP participants opportunities that suit his/her profile in GIP and
GCDP or TMP and TLP and vice versa to GIP/GCDP participants as well.
- LC LEVEL STRUCTURES: Exchange processes will be optimized - team structures and member JDs and KPIs will go
through some changes

- TM BI will be immediately tracked just by following Team Minimums
- TMP/TLP Opportunities will be aligned to the Talent Planning
- Better resource management inside the LC/MC
- Clear contribution of LC teams towards entities’ goals
- Better, faster and easier recruitment and talent allocation
- Clear role and contribution of TM in all ELD programmes and processes

So let’s look at our
current customer
flows and how
those will change
for GIP, GCDP,
and TMP/TLP

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
TMP/TLPBusiness Rules for the proposed customer flow For AUGUST Launch
Sign Up Stage
View is based on matchability and profile completeness for external TMP TLP
Applicant
If the person creating role (LCVP or MCVP or someone with EB role) wants a
role to be viewed by anyone who applies to TMP or TLP irrespective of
matchability then that it possible
Internal TMP/TLP participant can view all opportunities within his/her committee
(with recommendations of matchability for each opportunity based on profile and
experience)
All created roles should be for a minimum of 56 days duration
Minimum % of information to complete in order for it to be a sign up - specified in
sign up/profile questions

Smarter & faster
Apply Stage
A person can only apply to opportunities after completing profile
A participant (internal or external) can apply for a maximum of 3
opportunities at the same time
If after application, a certain applied opportunity gets matched to
someone else/erased/the person who applied is rejected, he/she can
apply for more opportunities
Business rules that MCs can customize at Apply stage:
Number of days within which a LC/Committee needs to respond to
application
Number of applications one opportunity can have

Smarter & faster
Match Stage
Only EB role allowed to assign match to TMP & TLP
participants
For a TMP role, the TLP of that particular team can
also assign match
TMP or TLP participant has to accept match when
he/she gets notification after they have been assigned
the match
As soon as someone is assigned a match, the start
date and end date is confirmed but can also be edited
after
Every member in a committee should be in a team

Smarter & faster
Realized Stage
1. Team minimums tracker
2. The team views operational education content (Resource
hub) of the function they have been assigned to first but can
also search/select other materials too
3. Realization breaks can only be done by a person with EB
rights
4. A TMP or TLP role is considered a realization on the start
date of indicated in the role (once created or edited at match)
5. In case a team experience already started but a new role is
created inside, it is possible to allocate new members and
their start date is start date of role, and end date same as
team
To be customized by MC:
Frequency of tracking of team standards

Smarter & faster
Team Minimum 1: TEAM
•At least 3 members in a team - Updated automatically by the
system
•Team Experience at least 2 months - Updated automatically by the
system
•Each Team having a team purpose - By Team Leader/EB rights
•Weekly/Bi-weekly team meetings for performance management
and tracking - By Team Leader/EB rights
•Monthly/Quarter Reviews – Optional for teams living a 3-6
months experience and advisable for LCEB and MCEB teams -
By LCP/MCP for their LCEB or MCEB teams only
Team Minimum 2: PLAN
•Team Plan with clear team success and MoS
- TL/EB rights, needs to be uploaded/link to
be provided if already on the GIS!
•Individual plan per team member with clear
individual numerical contribution to MoS - Can
be uploaded by Team leader and even team
members/person with EB rights , needs to be
uploaded/link to be provided if already on GIS
(Add Goal)
•Re-Planning (For LC EB/MC EB) - TL/EB,
Linked to plan
•Quarter review (For LCEB/MC EB) - Optional
for teams living a 6 months experience and
advisable for LCEB and MCEB teams - By
LCP/MCP for their LCEB or MCEB teams only
. If done by other teams living 6 month terms,
can be updated!

Smarter & faster
Team Minimum 3: JD
•Clear Roles and Responsibilities for each person in the team -
Updated automatically from the system
•Duration of team at least 56 days - Updated automatically from the
system
•Measure of Success - TL/EB rights (Add Goal)
•Competencies required and Competencies developed - Can be
uploaded/answered by TMP or TLP
Team Minimum 4: Training
•Transition for the team - Yes/No by team
members or team leader , space for uploading
•An education cycle including operational and
operational knowledge for the organization - EB
rights/TL
•Training tailored for each JD - Yes/No by team
members or team leader

Smarter & faster
Team Minimum 5: Tracking & Coaching
•Weekly/Bi-Weekly Team Meeting - TL/EB rights
•Individual coaching per month (can be with team leader based
on PGS or with external coach/mentor as well)
•Tracking team and individual performance - Team Member in
the team answers yes or no
•Quarterly Team Meeting (LCEB/MCEB) - Optional for teams
living a 6 months experience and advisable for LCEB and MCEB
teams - By LCP/MCP for their LCEB or MCEB teams only . If
done by other teams living 6 month terms, can be updated!
Team Minimum 6: Evaluation & Reflection
•Individual Monthly Coaching meeting - Team
Member in the team answers yes or no
•Monthly team and individual feedback meetings
- Team Leader/EB rights
•Quarterly team days (LCEB/MCEB) - Optional
for teams living a 6 months experience and
advisable for LCEB and MCEB teams - By
LCP/MCP for their LCEB or MCEB teams only if
done by other teams living 6 months experience
•Development/Assessment of
personality/strengths weaknesses/GCM to
assess development of the team and individuals
through the term

Smarter & faster
Completed Stage
The role is completed when the end date expires
and the team minimums are checked
TMP TLP experiences are measured at
completed

Smarter & faster
Upsell Stage
View opportunities based on matchability, profile
completeness and programme indicated in NPS
Survey (if any) - but they can also browse others
(since it is an internal TMP/TLP participant)

How will our JD’s
with the
new customer flows

Role
• Talent planning and structures to
drive GCDP/GIP in local level
• Create TMP opportunities on
platform
• Review Board and Selection of
applications
• Induction and Education Plan
Key deliverables
• # TMP opportunities
• # Applications per opportunity
• Conversion time
• (apply -> match)
• % TMP opportunities
matched
KPI’s
TMP Front Office
Plan and recruit new members for
your local committee, in order to
have the right people and capacity
to drive GCDP/GIP goals and
provide high quality team
experiences

Mkt-comms
TMP Back Office
MKT – COMMs Role
- Market value-based promotion
- Promotion strategies to attract
needed market segments
- Online market traffic towards the
programme
- Opportunity marketing strategies
Key deliverables
# Sign-ups
# Apply
Conversion Rate (sign-up -> apply)
Website visits
Website to GIS conversion
Sign-up to apply conversion time
Sign-up to match conversion
KPI’sDriving traffic to online platforms
(website, GIS) and promoting the
programme setting right
expectations and packaging
ensuring

Role
• Talent planning and structures to
drive GCDP/GIP in local level
• Create TLP opportunities on
platform
• Review Board and Selection of
applications
• Induction and Education Plan
Key deliverables
• # TLP opportunities
• # Applications per opportunity
• Conversion time (apply ->
match)
• % TLP opportunities matched
KPI’s
TLP Front Office
Provide further development
opportunities to new or current
members for your local committee,
in order to have the right people
as team leaders to drive
GCDP/GIP goals and provide high
quality team experiences

TLP Back Office
• Opportunity based promotion
• Online market traffic towards the
programme
• Internal promotion
• # Sign-ups
• # Apply
• Conversion Rate (sign-up ->
apply)
• Website visits
• Website to GIS conversion
• Sign-up to apply conversion time
• Sign-up to match conversion
Driving traffic to online platforms
(website, GIS) and promoting the
programme setting right
expectations and packaging
ensuring
MKT – COMMs Role
Key deliverables
KPI’s

TM for OGX GCDP
GCDP Back Office
Role: Provide support for recruitment and education
of GCDP EP's, and also development plan for team
members' development, offering high quality front
and back office experiences.
Key deliverables:
- Support in selection of EP's
- Responsible in delivering LEAD for EP's
- Education and trainings for team members
- Team Minimums tracking and education
KPIs:
# IxP
% Members allocated in the programme
% Team Minimums fulfillment
TM for ICX GCDP
Role: Provide support for recruitment and education of
GCDP EP's, and also development plan for team
members' development, offering high quality front and
back office experiences.
Key deliverables:
- Support in selection of EP's
- Responsible in delivering LEAD for EP's
- Education and trainings for team members
- Team Minimums tracking and education
KPIs:
% productivitity
# members allocated in every project
% team minimums implementation
NPS
% Promoters
% Response Rate

TM for OGX GIP
GIP Back Office
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
TM for ICX GIP
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

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
http://www.aies.ec/#landing
 Check 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

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
Timeline before IC
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

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

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

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

Tmp tlp business rules

Recommended

Recommended

More Related Content

Viewers also liked

Viewers also liked (6)

Similar to Tmp tlp business rules

Similar to Tmp tlp business rules (20)

Recently uploaded

Recently uploaded (20)

Tmp tlp business rules

Editor's Notes